Executive Assistant at Mindoula managing priorities, calendar, and communications for C - Suite executives. Supporting organizational strategy and leadership through organizational and operational support.
About the role
- Executive Assistant providing administrative support to leadership in research operations at the Allen Institute. Managing calendars, travel, events, and serving as a point of contact for inquiries.
Responsibilities
- Provide a range of administrative, planning, and executive level support services of a complex and confidential nature to our Executive Vice President and our Executive Director of Scientific Operations
- Manage and maintain EVPs and Executive Directors active and complex calendars in a dynamic environment
- Manage expenses and timely submission of expense reports for EVP and Operations Director
- Coordinate domestic and international travel, arranging complex and detailed travel plans, itineraries, and agendas, as needed
- Communicate with the general staff on leaderships behalf, coordinating and scheduling internal and external meetings, as well as video and teleconferences
- Management and coordination of seminars, workshops and other onsite events including hosting and arranging travel for visitors to the Institute
- Manage and update EVPs and Executive Directors curriculum vitae (CV)
- Compose routine correspondence including letters, memos, emails, and timely responses to actionable requests
- Handle and coordinate administrative purchasing for department
- Actively drive special projects as assigned
- Serve as a key point of contact for administrative questions and issues relating to organizational structure, project codes, and general operations
Requirements
- 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
- Bachelor's degree preferred
- 3-5 years of executive administrative support experience
- 3 years of experience supporting senior/executive leaders
- Experience coordinating/managing multiple projects on tight deadlines
- Experience with Oracle software
- Experience with Smartsheet software
- Experience with EndNote or Zotero software
- Strong customer and colleague communication skills
- Exceptional attention to detail
- Demonstrated ability to maintain confidentiality
- Basic business writing skills and the ability to draft written communications
- Ability to learn new technologies
- Excellent interpersonal and time management skills
- Demonstrated ability to improve processes
- Prior experience in a research or health sciences environment
Benefits
- medical, dental, vision, and basic life insurance
- 401k plan
- Paid time off
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