Senior Administrative Coordinator

Overview

The Allen Institute unlocks the complexities of bioscience and advances knowledge to improve human health. The Office of the Chief Technology Officer (CTO) provides state‑of‑the‑art engineering infrastructure for the Institute and addresses high‑risk, high‑reward questions in biology through AI.

We are seeking an experienced Senior Administrative Coordinator to join the CTO office and offer comprehensive administrative and operational support to the senior leadership team. This role coordinates schedules, manages complex events, and serves as a key point of contact for the OCTO team. The successful candidate will work independently, anticipate needs, and collaborate within a complex organization.

• Provide complex administrative support including calendar management, events and meeting coordination, agenda and minute management, and action‑item monitoring.
• Schedule and manage internal and external meetings, team events, workshops, and recruitment cycles, handling all logistics details.
• Manage onboarding processes for employees and external visitors, ensuring workspace setup and readiness.
• Draft, edit, and proofread documents, reports, and presentations; maintain spreadsheets and administrative procedures.
• Support travel, purchasing, and expense reporting.
• Provide procurement and budget tracking support.
• Maintain OCTO’s document systems, databases, website, and shared network space.
• Offer ongoing operational and administrative support.

• High School Diploma or equivalent.
• Minimum 1 year of intermediate‑level administrative or project‑management experience.
• Advanced skills with MS Office, SharePoint, Outlook, Word, Excel, PowerPoint, Teams, and One Note.

• 2–4 years of experience supporting senior leaders.
• Ability to create complex slide decks with embedded charts.
• Experience coordinating multiple complex projects.
• Excellent interpersonal and time‑management skills.
• Proficiency with Oracle, Adobe Creative Suite, Submittable, Smartsheets, and Slack.

• Fine motor movements to operate computers and office equipment.

• Occasional evening and weekend hours required.
• Work onsite offshore majority of hours; primary location 615 Westlake Ave N., with limited remote work flexibility.

• Occasional travel to national or international conferences.

$71,100 – $87,100* (salary dependent on education, experience, skill level, and work location).

• Medical, dental, vision, and basic life insurance.
• 401(k) plan.
• Paid time off as outlined in the Institute’s benefits guide.
• Benefits information available at (Use the "Apply for this Job" box below)./benefits
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The Allen Institute provides equal employment opportunity to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity, genetic information, marital status, public‑assistance status, veteran status, or any other characteristic protected by law. The Institute will provide reasonable accommodations for qualified individuals.