Administrative Assistant II � Allen Institute for Cell Science

ClearCompany Talent Management Software; Seattle (WA); On-site; USD 53,000 - 66,000; Full time

Job summary

A leading organization focused on bioscience is seeking an Administrative Assistant II to support onsite visitors and meetings. The role requires strong communication skills and proficiency in Microsoft Office. The ideal candidate will thrive in a collaborative environment and manage various administrative tasks effectively.

Benefits

Medical Insurance

Dental Insurance

Vision Insurance

401k Plan

Paid Time Off

Qualifications

• Minimum 1 year of work experience in an administrative capacity.
• Proficient with Microsoft Office applications.

Responsibilities

• Coordinate logistics for visiting scientific partners and collaborators.
• Support planning and execution of meetings and events.
• Provide administrative support under the direction of the Executive Assistant.

Skills

Communication

Interpersonal Skills

Attention to Detail

Education

High School Diploma

Tools

Microsoft Office

Oracle

Smartsheet

Job description

Are you ready for new challenges and new opportunities? Join our team in Seattle!
Current job opportunities are posted here as they become available.

Administrative Assistant II – Allen Institute for Cell Science

Administrative Assistant II – Allen Institute for Cell 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 goal of Allen Institute for Cell Science is to develop a comprehensive and holistic approach to measure, describe, and model cell states and their dynamic changes over time with the ultimate goal of uncovering the fundamental principles of multiscale, multicellular morphogenesis, including how groups of cells organize and achieve collective behaviors essential for life. Our approach encompasses multi-modal data collection including live 3D timelapse imaging, data analysis, theory, and predictions to understand cell states and cell state transitions in human induced pluripotent stem cell models. As a division within the Allen Institute, the Allen Institute for Cell Science uses a team-oriented approach, focusing on accelerating foundational research, developing standards and models, and cultivating new ideas to make a transformational impact on science.

The Allen Institute for Cell Science is seeking an Administrative Assistant to support onsite visitors, onsite internal and external meetings and external conference attendance of Cell Science team members. The Administrative Assistant will work closely with and under the directive of the Executive Assistant. As such, this position has an onsite requirement of minimally four full-time onsite days. The ideal candidate is nimble and detail-oriented, has solid communication and interpersonal skills and ideally has experience working in multi-disciplinary team settings.

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

Visitor & Guest Support

• Coordinate logistics for visiting scientific partners and collaborators, including office and conference room reservations, itineraries, and reimbursement processing
• Support seminar coordination, including collecting speaker assets, managing internal advertising, reserving space and A/V, and handling post-event follow-up (e.g., honoraria, reimbursements)

Internal & External Meeting Coordination

• Support planning and execution of meetings and events hosted at the Allen Institute, working in close partnership with the Executive Assistant and internal teams (e.g., Dissemination, Events, Facilities)
• Manage room reservations, coordinate set-up and A/V needs, and assist with catering and supplies
• Support communication with external guests, including travel coordination, and ensure timely post-event follow-up (e.g., honoraria, reimbursements)
• Provide on-site, day-of logistical support to ensure smooth execution

Staff Conference & Travel Support

• Assist with conference registration and logistics for Cell Science staff, including travel reimbursements for Director-level team members
• Track registration and abstract deadlines and maintain accurate records of team members traveling

General Administrative Support

• Provide administrative support under the direction of the Executive Assistant, including scheduling, internal communication, and ad hoc tasks
• Maintain internal documentation and organizational systems (e.g., SharePoint, OneDrive, Smartsheet)

*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 1 year 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

• 3+ years of experience in an administrative capacity
• Familiarity with Oracle software
• Familiarity with Smartsheet software
• Proven communication skills with attention to detail to work effectively with a wide range of stakeholders
• Basic business writing skills and the ability to draft written communicationsPrior experience working in a scientific environment
• Open office environment

Physical Demands

• Occasional lifting up to 30 pounds
• Fine motor movements in fingers/hands to operate computers and other office equipment; repetitive motion with lab equipment
• Push/pull up to 30 lbs.
• Stooping, bending, crouching
• Reaching or climbing ladders

Position Type/Expected Hours of Work

• This role is currently working onsite and is expected to work onsite for the majority of working hours. The primary work location for this role is 615 Westlake Ave N., with the flexibility to work remotely on a limited basis.
• Occasional evening and weekend hours may be required

Additional Comments

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

Annualized Salary Range

• $53,450 - $65,450*

* Final salary depends on the required education for the role, experience, level of skills relevant to the role, and 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. These benefits include medical, dental, vision, and basic life insurance. Employees are also eligible to enroll in the Allen Institute’s 401k plan. Paid time off is also available as outlined in the Allen Institutes Benefits Guide. Details on the Allen Institute’s benefits offering are located at the following link to the Benefits Guide: https://alleninstitute.org/careers/benefits .

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. In addition, the Allen Institute will provide reasonable accommodations for qualified individuals with disabilities.