With lifetime giving totaling over $2 billion, investor and philanthropist Paul G. Allen has spent his career tackling some of the world’s biggest challenges and pushing the boundaries of what’s possible. Following this vision, The Paul G. Allen Frontiers Group was launched in March of 2016 and aims to explore the landscape of science to identify and invest in pioneers with ideas that will create new knowledge and make the world better. We invest in investigators and centers for frontier explorations that lead to new fundamental insights and produce important solutions with big impact. The Frontiers Group will help to create new ways of doing science, new ways of solving problems, and foster a creative community that imagines and creates the future.
Job Summary
We are seeking an Executive Assistant to provide a wide range of administrative, planning, and executive level support services of a complex and confidential nature to our Leadership team. This position will support the team through detailed personal support of individual program officers in the Frontiers Group, research, analysis, document preparation, information coordination, project management, and relationship management. This individual will also interact with members of The Allen Institute and executives of external organizations, requiring effective interaction and communication with senior level professionals both internally and externally. This position will work both independently and in close collaboration with various stakeholders.
Job Responsibilities
- Manage and maintain a complex calendar(s) in a dynamic environment, requiring frequent re-prioritization and shifting of appointments. Coordinate day-to-day activities to ensure effective management of schedule.Make appropriate, informed decisions regarding Program Officers available time. May include rescheduling, postponing, or relocating meetings to optimize the available resources as well as participants’ time. Keep Program Officers 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 and presentation preparation as needed.
- Research and prepare materials for committees, programs and projects, and for use by the Leadership Team in resolving complex or sensitive problems or in creating new opportunities.
- Compose routine correspondence which includes letters, memos, 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 itineraries. Create presentations, spreadsheets and administrative standard procedures for department/groups supported.
- Facilitate smooth and effective communication as first point of contact for the Program Officers. 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/coordinate administrative purchasing for department. Assist in maintaining department budget and expense reconciliations tracking business expenses and receipts and preparing expense reports.
- Organize and maintain filing system, databases and shared network space for the Leadership team.
- Coordinate activities for the Program Officers within the Frontiers Group and with outside parties. This may include visitor liaison, move co-ordinations, etc. Actively drive special projects as assigned.
- Assist in other administrative functions as required.
Basic Qualifications
- Bachelor's degree or equivalent required.
- 8+ years administrative support experience at an intermediate level or higher required with at least 3+ years of experience supporting senior/executive leaders preferred.
- Experience coordinating/managing projects.
- Strong interpersonal communication skills, basic business writing skills, attention to detail and the ability to multi task are essential.
- Reliable professionalism and the ability to maintain confidentiality.
- Must be able to work independently and exercise good judgment to handle a variety of situations.
- Proficient with MS Office applications, including Outlook, Word, Excel and PowerPoint. Must be able to create functional Excel spreadsheets. Ability to create complex slide decks with embedded charts in PowerPoint a plus.
- Must have the ability to learn new technologies.
- Excellent time management skills.
- Preferred prior experience in a research or health sciences environment.
- Must be able to lift 30 lbs.
