Executive Assistant

Executive Assistant

The neural dynamics accelerator at Allen Institute (a/ND) is focused on foundational neuroscience. We are interested in how the brain builds our understanding of the complex world to guide the flexible behaviors that address our biological needs. We develop cutting-edge methods and employ a team-based approach for discovery neuroscience. Knowledge, data, models, and tools will be widely shared, in part to support the development of therapies for brain disorders.

We are seeking an Executive Assistant. The ideal candidate is a team player who will provide a wide range of administrative, planning, and executive level support services of a complex and confidential nature to our Executive Director and members of our Institute leadership team. As an essential member of the team, the Executive Assistant will anticipate needs, clear obstacles, and identify opportunities to take ownership of tasks and projects. This individual is expected to take initiative, proactively ask questions, execute core responsibilities collaboratively, and work well within a complex organization. They must maintain exceptional professionalism, show flexibility, handle multiple tasks and changing priorities, be customer service oriented, have a strong attention to detail, and remain composed under pressure of deadlines. The Executive Assistant must be able to effectively communicate the mission, values, and scope of the Allen Institute.

At the Allen Institute, we believe that science is for everyone – and should be open to everyone. We are dedicated to combating biases and reducing barriers to STEM careers more broadly. We also believe that science is better when it includes different perspectives and voices. We strive to make the Allen Institute a place where everyone feels like they belong and are empowered to do their best work in a supportive environment.

We are an equal opportunity employer and strongly encourage people from all backgrounds to apply for our open positions.

Essential Functions

• Manage and maintain complex calendars in a dynamic environment, requiring frequent reprioritization and shifting of appointments
• Coordinate day-to-day activities to ensure effective management of schedule. Make appropriate, informed decisions regarding Executive's available time. May include rescheduling, postponing, or relocating meetings to optimize the available resources as well as participants' time. Keep Leadership team apprised of calendar, action items, agenda preparation and materials coordination
• Schedule and manage internal and external meetings, as well as video and teleconferences. This includes coordination of all event logistics and details such as facilities set-ups, catering, travel arrangements, meeting documentation, promotional materials and presentation preparation
• Research and prepare materials for committees, programs and projects, and for use by the Executive Director in resolving complex or sensitive problems
• Compose routine correspondence including letters, emails, and timely responses to actionable requests
• Proofread and edit documents for content, spelling and grammar and typographical errors
• Prepare materials for meetings and events including travel itineraries
• Create presentations, spreadsheets and administrative standard procedures for department/groups supported
• As first point of contact into the Executive Director’s office, facilitate smooth and effective communication. Screen, direct, and respond to incoming calls and inquiries. Screen and prioritize all communications making independent judgments and using discretion to route or compose responses as appropriate
• Handle and coordinate administrative purchasing for department
• Assist in maintaining department budget and expense reconciliations, tracking business expenses and receipts and reconciling monthly expense reports
• Organize and maintain filing system, databases and shared network space for the Leadership team
• Coordinate activities within the department, between other departments and outside parties. This may include visitor liaisons, guest speakers, move coordination, etc.
• Actively drive special projects as assigned
• Assists in other administrative functions as required

Note: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This description reflects management’s assignment of essential functions; it does not proscribe or restrict the tasks that may be assigned.

Required Education and Experience

• High School Diploma or equivalent
• Minimum 2 years of work experience in an administrative capacity
• Proficient with Microsoft Office applications including Outlook, Teams, One Drive, SharePoint, Word, Excel, and PowerPoint

Preferred Education and Experience

• Bachelor's degree or equivalent experience
• 4+ years administrative support experience at an intermediate level
• 3+ years of experience supporting senior/executive leaders
• Experience coordinating/managing multiple projects
• Strong customer communication skills, accuracy and attention to detail with the ability to multitask and quality control your own work and that of others
• Demonstrated exceptional professionalism and the ability to maintain confidentiality
• Intermediate business writing skills and the ability to draft written communications
• Creating or reviewing slides for several boards both internal and external
• Experience with and interest in using agentic workflows
• Ability to learn new technologies

Physical Demands

• Fine motor movements in fingers/hands to operate computers and other office equipment
• Working at a computer and using a mouse for extended periods of time

Position Type/Expected Hours of Work

• This role is currently working onsite and is expected to work onsite for the majority of working hours. The primary work location for this role is 615 Westlake Ave N., with the flexibility to work remotely on a limited basis

Additional Comments

• **Please note, this opportunity does not offer relocation assistance**
• **Please note, this opportunity does not offer work visa sponsorship**

Annualized Salary Range

• $92,250 - $114,100 *

* Final salary depends on required education for the role, experience, and level of skills relevant to the role, along with work location, where applicable.

Benefits

• Employees (and their families) are eligible to enroll in benefits per eligibility rules outlined in the Allen Institute’s Benefits Guide. These benefits include medical, dental, vision, and basic life insurance. Employees are also eligible to enroll in the Allen Institute’s 401k plan. Paid time off is also available as outlined in the Allen Institutes Benefits Guide. Details on the Allen Institute’s benefits offering are located at the following link to the Benefits Guide: https://alleninstitute.org/careers/benefits.

It is the policy of the Allen Institute to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, the Allen Institute will provide reasonable accommodations for qualified individuals with disabilities.