Sr. Administrative Coordinator - SeaHub

Sr. Administrative Coordinator - Sea Hub

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.

Join the Seattle Hub for Synthetic Biology (Sea Hub), a new initiative at the intersection of academic creativity and start-up style execution. Our mission is to reimagine living cells and genomes as devices for recording biology and diagnostic information over time, as well as for encoding real-time therapeutic decision-making. Take off with us as we imagine - and create - a kind of cellular flight recorder that can also seize the controls.

Be part of a small dynamic team on the ground floor of a new program with world-class scientists.

In addition to Sea Hub, this role will also support the Artificial Intelligence Powered Biological Design (AIPBD) initiative, which applies machine learning to biological design, including the development of interconnected design-test-learn "flywheels" for synthetic enhancers, protein binders, and related systems.

The Sr. Administrative Coordinator reports to the Director, Scientific Operations and provides 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 Institute.

As the first point of contact with the Institute, this individual 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 business units, 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

• Lead office management and culture-building efforts that support employee experience, including planning and execution of team events, gatherings, celebrations, and onboarding touchpoints that foster engagement and connection
• Schedule and manage internal and external meetings, as well as video conferences and teleconferences, including coordination of all event logistics and details such as itineraries, meeting materials, facilities set-ups, catering, and travel arrangements
• Provides complex administrative and operational 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
• Manage employee and external visitor onboarding logistics, including workspace setup, coordination across teams, and maintaining standard processes to ensure a smooth start experience
• Supports travel, purchasing and expense reporting for the team
• Supports the vendor contracting process
• Provides procurement and budget tracking support
• 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 management of the team website
• Support…