Meeting Coordinator III

ALLEN INSTITUTE; Seattle (WA); Hybride; USD 63 000 - 77 000; Plein temps

Résumé du poste

The Allen Institute is seeking a Meeting Coordinator III to join the Events team within the Communications Department. You will independently coordinate meetings, space allocation, guest visits, and related logistics from planning through close-out, ensuring smooth on-site and virtual experiences.

Ideal candidates are organized, proactive, and able to manage competing priorities, timelines, vendors, and budgets.

Qualifications

• High school diploma or equivalent.

Responsabilités

• Coordinate assigned meetings from scheduling and planning through on-site execution and closeout.
• Arrange meeting spaces, facilities requests, room layouts, signage, printing, catering, registration, and other logistics.
• Work with vendors to obtain quotes, coordinate services and deliverables, and support on-site vendor activity.
• Coordinate meetings, lab tours, and visits with cross-functional teams, and arrange travel for invited guests.
• Set up virtual and hybrid meeting components, including platforms, access links, and recordings, as needed.
• Anticipate logistical challenges, independently resolve issues within established guidelines, seek guidance on complex matters as needed, and recommend improvements to recurring processes.

Connaissances

Organizational skills

Communication skills

Problem-solving

Vendor management

Budget management

Formation

High school diploma or equivalent

Outils

Microsoft Office Suite

SharePoint

Adobe Creative Cloud

Description du poste

The Allen Institute accelerates science for a healthier world through large-scale research designed to answer some of the most complex questions in biology. Our multi-disciplinary teams generate foundational knowledge, tools, and data to understand how our brain, cells, and immune system work. We share our work openly so others can build on it, move faster, and ask bigger questions. We drive discovery forward and create new possibilities for improving human health.

The mission of the Administration team is to enable the people and science of the Allen Institute. We connect teams, steward resources, and build strong systems that give our accelerators stability and flexibility to pursue ambitious questions, collaborate across disciplines, and share their work openly.

We are searching for a Meeting Coordinator III to join our Events team, which is part of the Communications Department. This role partners with internal and external stakeholders to support meetings and events that bring people together, foster scientific collaboration, and advance the Institute’s mission. The Meeting Coordinator III independently coordinates assigned meetings, space allocation, special guest visits and related logistics from planning through close-out, including administrative and operational support.

The ideal candidate is organized, proactive, detail-oriented, and skilled at managing competing priorities, solving problems, and building strong working relationships. This role also provides logistical and on-site support for high-visibility Institute events.

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

Meeting Coordination

• Coordinate assigned meetings from scheduling and planning through on-site execution and closeout. Maintain planning timelines, track action items, and follow up with stakeholders on deadlines
• Arrange meeting spaces, facilities requests, room layouts, signage, printing, catering, registration, and other logistics. Confirm details with internal partners and communicate updates as plans change
• Work with vendors to obtain quotes, coordinate services and deliverables, and support on-site vendor activity in accordance with established processes
• Coordinate meetings, lab tours, and visits with cross-functional teams, and arrange travel for invited guests
• Set up virtual and hybrid meeting components, including platforms, access links, and recordings, as needed
• Anticipate logistical challenges, independently resolve issues within established guidelines, seek guidance on complex matters as needed, and recommend improvements to recurring processes

Event and Administrative Support

• Monitor the Events Team inbox, triage requests, and route inquiries to appropriate owner
• Administer Uber for Business (for event-related purposes only), track related expenses, and order and maintain event supplies and inventory
• Support venue research, site tours, booking systems, space planning, and calendar management
• Maintain team resources and workflows, coordinate with stakeholders to improve processes, and provide operational coverage as team priorities require
• Support logistics for high-visibility Institute events, including preparing materials, staffing registration, and assisting with day-of execution

*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 of 2 years of experience coordinating meetings, events, or related programs.
• Strong organizational, communication, and problem-solving skills, with the ability to manage competing priorities, timelines, vendors, and budgets independently.
• Demonstrated sound judgment, attention to detail, and ability to work effectively with stakeholders at all organizational levels.

Preferred Education and Experience

• Experience in an institutional, nonprofit, or agency environment.
• Proficiency in using Microsoft Office Suite and SharePoint
• Working knowledge of Adobe Creative Cloud or similar design software.

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 50 lbs.
• Stooping, bending, crouching

Position Type/Expected Hours of Work

• Occasional evening and weekend hours required
• This role is currently able to work both remotely and onsite in a hybrid work environment. The Communication Department works 3+ days onsite. We are a Washington State employer, and the primary work location for all Allen Institute employees is 615 Westlake Ave N.; any remote work must be performed in Washington State.

Travel

• Attendance and participation in national and international conferences occasionally
• Occasional driving required
• Note: driving is only required if the job duties require driving, e.g., couriers

Annualized Salary Range

$63,050 - $77,150 *

* 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.