Senior Administrative Coordinator

Senior Administrative Coordinator – OCTO

The mission of the Allen Institute is to unlock the complexities of bioscience and advance our knowledge to improve human health. Using an open science, multi-scale, team-oriented approach, the Allen Institute focuses on accelerating foundational research, developing standards and models, and cultivating new ideas to make a broad, transformational impact on science.

The mission of the Office of the Chief Technology Officer (CTO) is not only to provide state of the art engineering infrastructure to the Allen Institute as a whole, but to also address high-risk, high-reward questions in biology through AI.

We are seeking an experienced Senior Administrative Coordinator to join the Office of the CTO and provide a wide range of complex and confidential administrative and operational support to the senior leadership team. The responsibilities include, but are not limited to coordinating schedules and activities, supporting administrative needs, and serving as a key point of contact for the OCTO team. The successful candidate must possess exceptional communication skills with senior level professionals both internally and externally. This individual is an essential member of the team and is expected to work independently and proactively, contributing collaboratively within a complex organization. This role will involve working with a broad set of stakeholders including leaders and team members across all Allen Institute, as well as external partners. The ability to anticipate needs and contribute wherever needed is critical.

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

• Provide complex administrative support including but not limited to calendar management, events and meeting coordination and logistics planning, agenda and meeting minute management, action item and/or issue monitoring and tracking for team or project accountability
• Schedule and manage internal and external meetings, as well as team events, workshops, and annual Fellowship and workshop recruitment and selection cycles through the coordination of all event logistics and details such as itineraries, meeting materials, facilities set-ups, catering, and travel arrangements
• Manage employee and external visitor onboarding processes and activities, including but not limited to workspace setup, develop and maintain standard processes across all teams, provide structured onboarding support, and partner with Admin teams to ensure readiness before start dates
• Draft, edit and proofread documents for content, spelling, grammar, and typographical errors. Support in preparation of reports and presentations as needed. Create and maintain spreadsheets, and administrative standard procedures for the team
• Support in preparation of reports and presentations as needed
• Support travel, purchasing and expense reporting for the team
• Provide procurement and budget tracking support
• Support organization and maintenance of OCTO’s document systems, databases, website, and shared network space
• Provide ongoing operational and administrative support

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 1 year of administrative support and/or project management experience at an intermediate level or higher
• Advanced skills with MS Office applications/platforms, including SharePoint, Outlook, Word, Excel, PowerPoint, Teams and OneNote

Preferred Education and Experience

• 2 - 4 years of relevant experience supporting teams and senior leaders
• Ability to create complex slide decks with embedded charts in PowerPoint a plus
• Experience coordinating/managing multiple complex projects
• Excellent interpersonal and time management skills
• Experience with Oracle, Adobe Creative Suite, Submittable, Smartsheets, and Slack is a plus

Physical Demands

• Fine motor movements in fingers/hands to operate computers and other office equipment

Position Type/Expected Hours of Work

• Occasional evening and weekend hours required
• 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 flexibility to work remotely on a limited basis.

Travel

• Occasional travel to national or international conferences

Additional Comments

• Please attach a cover letter with your application
• **Please note, this opportunity does not offer relocation assistance**
• **Please note, this opportunity does not offer work visa sponsorship**

Annualized Salary Range

$71,100 - $87,100*

* 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 outline 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