Executive Assistant (Part-Time) – Allen Institute for Brain Science

The mission of the Allen Institute is to understand the principles that govern life and to advance health. Our creative and multi-dimensional teams focus on answering some of the biggest questions in bioscience. We accelerate foundational research, catalyze bold ideas, develop tools and models, and openly share our science to make a broad, transformational impact on the world.

The mission of the Allen Institute for Brain Science is to accelerate the understanding of how the human brain works in health and disease. Using a big science approach, we generate useful public resources, drive technological and analytical advances, and discover fundamental brain properties through the integration of experiments, modeling, and theory.

We are seeking a part-time Executive Assistant to provide a range of administrative, planning, and executive level support services of a complex and confidential nature to our Executive Vice President and our Executive Director of Scientific Operations. An essential member of the team, the Executive Assistant will anticipate needs, clear obstacles, and identify opportunities to take ownership of tasks and projects. All duties are expected to be done with rigor and accuracy to ensure action items are assigned and in progress and serve colleagues with confidence across the Allen Institute through exceptional interpersonal skills and relationship management. This individual will often represent leadership and serve as the first point of contact with the Allen Institute, requiring effective and competent interaction and communication with executive level professionals both internally and externally. This position works both independently and in close collaboration with stakeholders at multiple levels of the organization.

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.

This is part-time term-limited position, starting in May/June 2025 and concluding in August 2026.

Essential Functions

• Manage and maintain EVP’s and Executive Director’s active and complex calendars in a dynamic environment
• Communicate with the general staff on leadership’s behalf, coordinating and scheduling internal and external meetings, as well as video and teleconferences
• Compose routine correspondence including letters, memos, emails, and timely responses to actionable requests
• Handle and coordinate administrative purchasing for department
• Manage expenses and timely submission of expense reports for EVP and Operations Director, as needed
• Coordinate domestic and international travel, arranging complex and detailed travel plans, itineraries, and agendas, as needed
• Actively drive special projects as assigned
• Serve as a key point of contact for administrative questions and issues relating to organizational structure, project codes, and general operations
• Management and coordination of external seminars and events, as needed

*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
• 3-5 years of executive administrative support experience
• 3 years of experience supporting senior/executive leaders
• Experience coordinating/managing multiple projects on tight deadlines
• Experience with Oracle software
• Experience with Smartsheet software
• Experience with EndNote or Zotero software
• Strong customer and colleague communication skills
• Exceptional attention to detail
• Demonstrated ability to maintain confidentiality
• Basic business writing skills and the ability to draft written communications
• Ability to learn new technologies
• Excellent interpersonal and time management skills
• Demonstrated ability to improve processes
• Prior experience in a research or health sciences environment

Physical Demands

• Fine motor movements in fingers/hands to operate computers and other office equipment
• Frequently required to sit, stand, walk, stoop, kneel, or reach

Position Type/Expected Hours of Work

• Part-Time / 20 hours per week
• This is a term-limited assignment expected to last 18 months based on business needs
• This role is currently able to work both remotely and onsite in a hybrid work environment – working at least four days per week onsite. We are a Washington State employer, and the primary work location for all Allen Institute employees is 615 Westlake Ave N.; any remote work must be performed in Washington State.

Additional Comments

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