Executive Assistant

Executive Assistant - Brain & Consciousness, Tiny Blue Dot Service Agreement

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.

We are seeking an Executive Assistant to provide comprehensive administrative, planning, and executive-level support for the management and execution of an externally funded portfolio of research projects. Reporting to the Scientific Program Manager, this person will work with a three-person team to support their travel and calendar management, as well as a portfolio of research grants funded by the Tiny Blue Dot Foundation.

The Tiny Blue Dot Foundation aims to advance the science of the Perception BoxTM to deepen understanding of how mindset and interpretation shape experience.

This position provides essential support to the team by coordinating schedules and activities, managing the administrative needs of leadership, and serving as a key point of contact for organizational questions. This role requires exceptional communication skills across a broad range of internal and external stakeholders. As an integral member of the team, the Executive Assistant is expected to work independently and proactively, while collaborating effectively within a complex organization.

Success in this role depends on the ability to anticipate needs and contribute wherever necessary.

The Allen Institute believes that team science significantly benefits from the participation of diverse voices, experiences, and backgrounds. High-quality science can only be produced when it includes different perspectives. We are committed to increasing diversity across every team and encourage people from all backgrounds to apply for this role.

Essential Functions

• Manage and maintain complex calendars in a dynamic environment, requiring frequent reprioritization and adjustment of appointments
• Coordinate day-to-day activities to ensure effective time management
• Make informed decisions regarding the Executive's availability, including rescheduling, postponing, or relocating meetings to optimize time and resources
• Keep relevant team members updated on schedules, action items, agendas, and coordination needs
• Arrange complex domestic and international travel, including detailed itineraries, agendas, and logistics
• Organize and maintain filing systems, databases, and shared network spaces; submit, track, and follow up on administrative processes such as contract agreements, letters of intent, and travel arrangements or related expenses
• Plan and organize internal project meetings, including clear agendas, expected outcomes, and follow-up on action items
• Support special projects and initiatives as assigned
• Prepare and review correspondence, documents, and materials for meetings and events, including travel itineraries and briefing materials
• Serve as a key point of contact for administrative questions related to organizational structure, project codes, and general operations
• Maintain clear and consistent communication with internal and external stakeholders, utilizing tools such as MS Teams, Slack, SharePoint, and Google Drive
• Assist with the planning, implementation, and oversight of trainings, workshops, and events, occasionally requiring work outside standard hours or travel

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
• 2 years of administrative support experience

Preferred Education and Experience

• 2-4 years of administrative support experience at an intermediate level or higher
• 2+ years of experience supporting senior/executive leaders
• Proficient with MS Office applications (Outlook, Word, Excel, PowerPoint) and Google Workspace tools (Gmail,…