Senior Administrative Coordinator

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, coordinating schedules and activities, supporting administrative needs, and serving as a key point of contact for the OCTO team.

• Provide complex administrative support including 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, team events, workshops, and annual Fellowship and workshop recruitment and selection cycles, coordinating all event logistics such as itineraries, meeting materials, facilities set‑ups, catering, and travel arrangements.
• Manage employee and external visitor onboarding processes and activities, including workspace setup, developing and maintaining standard processes across all teams, providing structured onboarding support, and partnering with Admin teams to ensure readiness before start dates.
• Draft, edit and proofread documents for content, spelling, grammar, and typographical errors; support preparation of reports and presentations as needed; create and maintain spreadsheets and administrative standard procedures for the team.
• 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.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 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/plattforms, including SharePoint, Outlook, Word, Excel, PowerPoint, Teams, and One Note.

• 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.

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

• 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 is 615 Westlake Ave N., with flexibility to work remotely on a limited basis.

• Occasional travel to national or international conferences.

$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.

• Employees (and their families) are eligible to enroll in benefits per eligibility rules outlined in the Allen Institute’s Benefits Guide, including medical, dental, vision, basic life insurance, and a 401(k) plan.
• Paid time off is also available as outlined in the Allen Institutes Benefits Guide.

The Allen Institute is an equal employment opportunity employer and strongly encourages people from all backgrounds to apply for our open positions. 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.

The Allen Institute will provide reasonable accommodations for qualified individuals.