Executive Assistant

Essential Functions

• Manage and maintain complex calendars in a dynamic environment, requiring frequent reprioritization and shifting of appointments
• Coordinate day-to-day activities to ensure effective management of schedule
• Make appropriate, informed decisions regarding Executive's available time
• May include rescheduling, postponing, or relocating meetings to optimize the available resources as well as participants' time
• Keep Leadership team apprised of calendar, action items, agenda preparation and materials coordination
• Schedule and manage internal and external meetings, as well as video and teleconferences
• This includes coordination of all event logistics and details such as facilities set-ups, catering, travel arrangements, meeting documentation, promotional materials and presentation preparation
• Research and prepare materials for committees, programs and projects, and for use by the Executive Director in resolving complex or sensitive problems
• Compose routine correspondence including letters, emails, and timely responses to actionable requests
• Proofread and edit documents for content, spelling and grammar and typographical errors
• Prepare materials for meetings and events including travel itineraries
• Create presentations, spreadsheets and administrative standard procedures for department/groups supported
• As first point of contact into the Executive Director’s office, facilitate smooth and effective communication
• Screen, direct, and respond to incoming calls and inquiries
• Screen and prioritize all communications making independent judgments and using discretion to route or compose responses as appropriate
• Handle and coordinate administrative purchasing for department
• Aid in maintaining department budget and expense reconciliations, tracking business expenses and receipts and reconciling monthly expense reports
• Organize and maintain filing system, databases and shared network space for the Leadership team
• Cookordination activities within the department, between other departments and outside parties. This may include visitor liaisons, guest speakers, move coordination, etc.
• Actively drive special projects as assigned
• Aids in other administrative functions as required

Required Education And Experience

• High School Diploma or equivalent
• Minimum 2 years 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

• Bachelor's degree or equivalent experience
• 4+ years administrative support experience at an intermediate level
• 3+ years of experience supporting senior/executive leaders
• Experience coordinating/managing multiple projects
• Strong customer communication skills, accuracy and attention to detail with the ability to multitask and quality control your own work and that of others
• Demonstrated exceptional professionalism and the ability to maintain confidentiality
• Intermediate business writing skills and the ability to draft written communications
• Creating or reviewing slides for several boards both internal and external
• Experience with and interest in using agentic workflows

Physical Demands

• Fine motor movements in fingers/hands to operate computers and other office equipment
• Working at a computer and using a mouse for extended periods of time

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

Additional Comments

• Please note, this opportunity does not offer relocation assistance
• Please note, this opportunity does not offer work visa sponsorship
• Annualized Salary Range $92,250 - $114,100 * Final salary depends on required education for the role, experience, and level of skills relevant to the role, along with work location, where applicable
• Details on the Allen Institute’s benefits offering are located at the following link to the Benefits Guide: https://alleninstitute.org/careers/benefits