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department administrative assistant 4

University Of Washington

<div>Job Description
The College of Arts and Sciences is excited to offer new opportunities to contribute to our vital educational, research and outreach missions by joining one of our consolidated administrative cohorts as an Administrative Assistant 3.
Each cohort combines the finance, HR, and on-site management functions of between 3 and 8 academic departments to achieve service efficiencies and reduce operational costs. In concert with department chairs and faculty, CAS Dean&rsquo;s Office leaders, and the Administrative Support Team, each cohort will be supported by a Finance Analyst, an HR Manager, and several Department Administrative Assistants (Administrative Assistant 3&rsquo;s) reporting to a Cohort Administrative Manager. The primary responsibility of the Department Administrative Assistants is to provide front-office support, including time schedule data entry, to cohort units.
The College is now recruiting Administrative Assistant 3&rsquo;s to support the Cultures, Literatures and Languages Cohort (CLLC). The departments included in the cohort are:
<ul><li>Asian Languages and Literature
</li><li>Classics
</li><li>French &amp; Italian Studies
</li><li>German Studies
</li><li>Language Learning Center
</li><li>Middle Eastern Languages and Cultures
</li><li>Scandinavian Studies
</li><li>Slavic Languages and Literatures
</li><li>Spanish &amp; Portuguese Studies
</li></ul>Each Administrative Assistant 3 supports up to three of these departments, preferably located in the same or proximately located buildings to ensure efficiency. Specific duties include:
Course Scheduling and Curricular Support (40%)
<ul><li>Analyze quarterly reports detailing student credit hours, section fill rates, major and minor data. Develop reports for Chairs to aid in future quarters&rsquo; offerings.
</li><li>Manager quarterly distribution of curriculum questionnaire to faculty. Ensure timely completion and liaise with Language Coordinators to ensure appropriate general education and major specific courses are offered.
</li><li>Create and review time schedule and ensure course offerings follow the Office of the Registrar&rsquo;s Learning Spaces policies (aka the Heat Map).
</li><li>Coordinate with partner departments to schedule joint and withered courses while following Learning Spaces Policies.
</li><li>Enter courses into the quarterly time scheduling tool per UW deadlines
</li><li>Monitor Time Schedule platform during enrollment period, analyze section fill rates to ensure compliance with the College&rsquo;s policy on section fill rates. Advise Chair on adding, moving or eliminating sections. Enter section updates as necessary.
</li><li>Delegate authority to choose appropriate classroom if faculty&rsquo;s first choice isn&rsquo;t available
</li><li>Suggest and implement alternate scheduling for classes as needed
</li></ul>Communication (20%)
<ul><li>Coordinate submissions, edit, compile/design, finalize, distribute department newsletter
</li><li>Coordinate with chair to upload and send annual communications (holiday letters, etc.)
</li><li>Manage department email account, forwarding messages to appropriate recipients on a daily basis
</li><li>Coordinate social media posts
</li><li>Upload website content as needed
</li></ul>Events (10%)
<ul><li>Manage department&rsquo;s room reservation requests
</li><li>Schedule department-managed spaces
</li><li>Assist with event set-up occurring within regular work hours (M-F, 8 a.m. to 5 p.m.)
</li></ul>Graduate Student Support (15%)
<ul><li>Process applications for prospective graduate students
</li><li>Assist admitted graduate students as they move through their degree program&rsquo;s milestones
</li><li>Use the Graduate School&rsquo;s MyGrad tool to track and record students&rsquo; progress through their degrees
</li></ul>General Support (10%)
<ul><li>Distribute keys
</li><li>Greet guests
</li><li>Provide classroom support as needed
</li><li>Manage travel procurement for department visitors, including letters of invitation, making travel arrangements, ordering travel services (ground transportation), processing reimbursements
</li><li>Troubleshoot faculty and student reimbursement and other submissions to the Administrative Support Team
</li></ul>Facilities (5%)
<ul><li>Collect &amp; distribute mail
</li></ul><ul><li>Maintain department's shared drive
</li><li>Procure office supplies
</li><li>Manage surplus
</li><li>Monitor electronic check-out processes for departmental equipment including laptops, projectors, and other equipment/materials
</li><li>Serve as department point of contact for building coordinators and safety personnel
</li></ul><ul><li>Open and close department offices
</li></ul>Minimum Qualifications:
<ul><li>High School/GED AND three years of office or administrative support experience.
</li></ul>Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.
Desired Qualifications:
<ul><li>Ability to prioritize tasks in a dynamic work environment
</li></ul>Compensation, Benefits and Position Details
Pay Range Minimum:
$47,448.00 annual
Pay Range Maximum:
$63,468.00 annual
Other Compensation:
<ul><li></li></ul>Benefits:
For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/
Shift:
First Shift (United States of America)
Temporary or Regular?
This is a regular position
FTE (Full-Time Equivalent):
100.00%
Union/Bargaining Unit:
SEIU Local 925 Nonsupervisory
About the UW
Working at the University of Washington provides a unique opportunity to change lives &ndash; on our campuses, in our state and around the world.
UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.
Our Commitment
The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81 .
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu .
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law .</div>

Department Administrative Assistant-4

<div>Job Description
The Foster School of Business, Department of Information Systems &amp; Operations Management Department has an outstanding opportunity for an Administrative Assistant 3 to join their team.
About this Opportunity
The Information Systems &amp; Operations Management (ISOM) Department at the Michael G. Foster School of Business has an opening for an Administrative Assistant 3. This position works directly under and closely with the ISOM Department Administrator. Together they provide support to over 40 faculty and PhD students in the department along with teaching assistants, graders, and other programs aligned with the department.
The Administrative Assistant 3 is expected to work independently as well as in cooperation with the Administrator. This position uses a wide range of software programs and requires competent office skills and the ability to multi-task, prioritize and work under deadlines. Interruptions are to be expected. A positive, service-oriented attitude is a must along with a flexible and dynamic attitude.
WORK SCHEDULE
<ul><li>Part-time / 32 hours per week (80% FTE)
</li></ul><ul><li>Flexible between the hours of 8am &ndash; 6pm, Monday &ndash; Friday
</li></ul><ul><li>Primarily in-person with the possibility of up to 1-2 days of remote work a week after probationary period. Assistant is required to work in-person on scheduled department seminar days (Fridays) and other scheduled conferences and meetings (varies)
</li></ul>KEY RESPONSIBILITIES
<ul><li>Respond to inquiries by email, phone and in person regarding primarily departmental issues but may include school and university procedures and services
</li></ul><ul><li>Maintain data and department records of current and historical data including class syllabi, evaluations, and other various departmental reports
</li></ul><ul><li>Create and manage quarterly tasks including but not limited to: textbook orders, desk copies, course packs, course evaluations, office hours, and newsletters
</li></ul><ul><li>Logistics coordinator for all department seminar guests managing all aspects of visit: invitation, visitor and department scheduling, and reimbursements
</li></ul><ul><li>Correspond with various vendors to order/organize catering for events, handle deliveries, and order supplies
</li></ul><ul><li>Reserve equipment and rooms for department use; become familiar with the classroom systems and resources available at Foster
</li></ul><ul><li>Maintain information on departmental spending; collect, track receipts, and process travel and petty cash reimbursements for faculty and students; collect and track department billing from UW vendors
</li></ul><ul><li>Reconcile ISOM Procard and CTA accounts weekly
</li></ul><ul><li>Manage all communication and paperwork with incoming UW VISIT students (J1 &amp; J2 Visa processing)
</li></ul><ul><li>Coordinate meetings for activities such as (but is not limited to) faculty recruitment and promotion and tenure processes
</li></ul><ul><li>Oversee department webpages and work with Foster MarComm to update as needed
</li></ul><ul><li>Assemble Department Chair reports and faculty publication reports as directed
</li></ul><ul><li>Solicit and schedule available teaching assistant positions
</li></ul><ul><li>Serve as liaison between supervisor and other department members, transmitting assignments and requesting status information
</li></ul><ul><li>Conduct and/ or respond to surveys and studies; compose narrative portions of documents such as brochures and policy statements
</li></ul><ul><li>Proctor make-up exams as needed
</li></ul><ul><li>Attend meetings as the administrator&rsquo;s representative; provide information and report conclusions to supervisor&rsquo;s unit
</li></ul><ul><li>Other projects and duties as assigned
</li></ul>To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.
MINIMUM QUALIFICATIONS
Requires High School/GED AND three years of office or administrative support experience.
ADDITIONAL QUALIFICATIONS
<ul><li>Strong working knowledge in Microsoft Office Suite and the ability to learn and utilize new software as necessary
</li></ul><ul><li>Proven ability to multitask, prioritize, and work independently and under deadlines with positive, service-oriented attitude
</li></ul><ul><li>Ability to work effectively with faculty, students, staff, and guests, at all university levels, in a multicultural environment
</li></ul><ul><li>Ability to adapt to the need of the moment, demonstrating flexibility and a dynamic attitude
</li></ul><ul><li>Desire to learn new skills
</li></ul>DESIRED QUALIFICATIONS
<ul><li>Knowledge of University of Washington systems and procedures, especially Workday Finance, Student Database, Trumba, Interfolio, and Salesforce
</li></ul><ul><li>Knowledge of PhotoShop and WordPress
</li></ul><ul><li>Office experience in a university setting
</li></ul>Compensation, Benefits and Position Details
Pay Range Minimum:
$47,448.00 annual
Pay Range Maximum:
$63,468.00 annual
Other Compensation:
<ul><li></li></ul>Benefits:
For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/
Shift:
First Shift (United States of America)
Temporary or Regular?
This is a regular position
FTE (Full-Time Equivalent):
80.00%
Union/Bargaining Unit:
SEIU Local 925 Nonsupervisory
About the UW
Working at the University of Washington provides a unique opportunity to change lives &ndash; on our campuses, in our state and around the world.
UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.
Our Commitment
The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81 .
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu .
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law .</div>

Administrative Assistant 3 (Part Time 80%)

Steeler

Company Overview Steeler is a family-owned business with an entrepreneurial spirit, fostering a dynamic environment where employees can develop their careers and achieve their professional goals. With over 40 years of experience, we are a leading manufacturer of steel framing and a distributor of drywall supplies and construction materials.Our Administrative Assistant Position is the first point of contact for our clients, both in person and over the phone. This position provides excellent customer service while assisting our Corporate office staff with various projects support, tasks and daily duties.Job Overview We are seeking an energetic and detail-oriented Administrative Assistant to support our office operations. This role offers an exciting opportunity to be the backbone of our administrative functions, ensuring smooth daily operations while providing exceptional customer service. The ideal candidate will bring strong organizational skills, office management expertise, and a positive attitude to our team.Responsibilities<ul><li>Operates AVAYA multi-line telephone system to answer incoming calls, determines purpose of call and forwards call to appropriate personnel or department. Takes and delivers messages or transfers calls to voicemail when personnel are not available.</li><li>Greets and welcomes on-site visitors, determines nature of business and announces visitor to appropriate personnel. Monitors visitor access.</li><li>Sends, receives, sorts and routes mail. Includes maintenance and monitoring of stamp machine.</li><li>Create memos, correspondence, reports and other documents when necessary.</li><li>Keeps conference room clean, including coffee preparation and disposal.</li><li>Organizes and prepares office/janitorial supply lists for order.</li><li>Assists all other departments with miscellaneous routine tasks and assignments such as filing, spreadsheet creation/maintenance and updating and other duties as assigned.</li></ul>Experience<ul><li>2+ reception or administrative assistant experience</li><li>2+ years customer service experience</li><li>Excel Experience</li><li>Basic math and computer skills</li><li>Previous experience with a multi-line telephone system.</li><li>Demonstrated prioritizing skills and ability to multi-task.</li><li>Demonstrated time management and planning</li><li>Strong verbal communication</li><li>Ability to work as part of a team</li><li>Bi-lingual in English/Spanish is a plus</li></ul>Join our team to become a vital part of a thriving company that values dedication, professionalism, and a proactive approach. We are committed to supporting your growth while providing a vibrant workplace where your administrative talents can shine!Pay: $21.00 - $26.00 per hourBenefits:<ul><li>401(k) matching</li><li>Dental insurance</li><li>Health insurance</li><li>Life insurance</li><li>Paid time off</li><li>Vision insurance</li></ul>Application Question(s):<ul><li>Basic Excel experience</li><li>Multi-line phone call experience</li></ul>Experience:<ul><li>reception or admin: 2 years (Required)</li></ul>Work Location: In person

Administrative Assistant

City of Seattle

<div><div><div><h2 class="jobSectionHeader">Position Description</h2></div>
<div>The City of Seattle Fire Department is seeking a regular, full-time Administrative Specialist III to support our Operations Administrative Division. This position interacts with division heads and external sources on a daily basis dealing with highly confidential, sensitive information. The ability to work effectively in a fast-paced environment with changing priorities is essential in this role because the Operations Division works a 24-hour schedule, four platoon structure.
This position operates out of the Seattle Fire Department Headquarters located in the Pioneer Square area. Some remote work may be available.</div>
<div><h2 class="jobSectionHeader">Job Responsibilities</h2></div>
<div><ul><li>Provide daily, direct, complex administrative support to the Assistant Chief of Operations and the Operations Division.</li><li>
Create memos, including drafting, editing and formatting Word documents, Excel spreadsheets, and PowerPoint presentations.</li><li>
Ensure daily staffing needs are met by compiling documentation, such as: permanent transfers, temporary transfers, administrative time off, release from duty, apparatus memos, emails, and letters utilizing established policies.</li><li>
Enter data to the Chief&rsquo;s Journal, Activity Scheduler, and SharePoint.</li><li>
Produce weekly reports compiling information from multiple sources to share with the Leadership Team.</li><li>
Serve as an Administrative Support Liaison (24/7 on call) to the Fire Department Resource Management Center (RMC). Report to the RMC as requested for multiple alarm fire emergency incidents, civil disturbances, marches or protests, inclement weather activations by the Emergency Operations Center (EOC), and large-scale special events that occur throughout the city.</li><li>
Coordinate all Operations Division Executive travel and training. Track Division expenditures, manage and monitor travel/training budget, authorize expenses and reimbursements. Process all travel invoices from members to be paid by the Department.</li><li>
Manage all incoming Department correspondence, enter into log, route through the Chain of Command, and track and relay responses.</li><li>
Perform complex calendaring utilizing Microsoft Outlook. Arrange meetings both internally and externally for multiple attendees and venues to meet required timelines. Research, assemble, and prepare materials for Executive meetings.</li><li>
Administrative management of the Wildland Firefighting Team: ensure all documentation for deployment is accurate, SharePoint site is up to date, and all forms are current for team members.</li><li>
Administrative management of the Simulations Training Program: ensure all documentation and scheduling is accurate for a program with the 45 members and a very complex training schedule.</li><li>
Provide administrative management of the Standard Operating Guidelines (SOG) Program: schedule team meetings, research and fact check SOGs by reviewing multiple sources, and collaborating with teams from across the Department. Ensure scheduled release of SOGs is tracked and adjusted as necessary.</li><li>
Create digital content (static images/graphics/diagrams) for SOGs, post incident analysis reports, and scenario-based training programs.</li><li>
Other duties as assigned.</li></ul></div>
<div><h2 class="jobSectionHeader">Qualifications</h2></div>
<div>Requires three years of clerical support experience (or a combination of education, training and/or experience which provides evidence of the ability to perform work of the class).
A successful candidate will also possess the following skills and abilities:<ul><li>
Excellent writing, editing, and proofreading skills.</li><li>
Excellent organizational skills with the ability to handle multiple work projects simultaneously.</li><li>
Ability to self-start and work with limited supervision.</li><li>
Ability to be flexible and participate in cross-training as requested.</li><li>
Familiarity with maintaining complex tracking systems and databases.</li><li>
Excellent customer service and communication skills.</li><li>
Proficient in MS Word, MS Excel, PowerPoint and Outlook.</li><li>
Possesses knowledge of SharePoint and Adobe products.</li><li>
Proficiency in using Microsoft Office, Teams, SharePoint, and OneDrive as essential business tools.</li><li>
Experience using Microsoft Power Platforms (Power BI, Power Apps, Power Automate) greatly preferred.</li><li>
Proficiency in Adobe Creative Cloud or similar programs for creating multi-media content.</li><li>
Experience researching, vetting, fact checking, and producing reports for a large audience.</li></ul></div>
<div><h2 class="jobSectionHeader">Additional Information</h2></div>
<div>The full salary range for this position is $39.65 - $44.51 per hour.
The City of Seattle offers a comprehensive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life, and long-term disability insurance for employees and their dependents. More information about employee benefits is available on the City's website at: https://www.seattle.gov/human-resources/benefits/employees-and-covered-family-members .
The Seattle Fire Department is looking to create a diverse team of hardworking, committed individuals with a passion for public service and who are deeply aligned with our City's values of Race and Social Justice. The City of Seattle is an Equal Opportunity Employer. Applicants are considered for positions without regard to race, color, religion, creed, sex, sexual orientation, national origin, ancestry, age, disability, marital status, veteran status, gender identity, political ideology, or any other basis prohibited by federal, state, and local laws.</div></div></div>
 <div></div><div><div><div>The City of Seattle offers a comprehensive benefits package including vacation, holiday and sick leave as well as medical, dental, vision, life and long-term disability insurance for employees and their dependents.</div></div></div>

Administrative Specialist 3 - BU

Insight Global

<div>
 
 Executive Administrative Assistant
 
 
 Location: Puget Sound, WA &ndash; onsite 3 days / week required
 
 
 Compensation: $35-45/hr + OT Eligible, Benefits starting day 1
 
 
 
 
 
 
 Required Experience
 
 
 <ul>
 <li>
 7&ndash;10+ years as an Executive Administrative Assistant
 </li>
 <li>
 2+ years supporting GM‑level or senior executives
 </li>
 <li>
 3+ years managing complex calendars for multiple executives
 </li>
 <li>
 3+ years coordinating travel and expense management
 </li>
 </ul>
 
 
 
 
 
 
 Strong Plus
 
 
 <ul>
 <li>
 Prior experience supporting leaders (highly preferred)
 </li>
 </ul>
 
 
 
 
 
 
 
 
 Role Overview
 
 
 
 This role provides direct administrative and operational support to two General Managers within a fully remote, West Coast&ndash;leaning team. The Executive Administrative Assistant will manage complex scheduling across time zones, coordinate travel and expenses, and support team operations and ad hoc projects in a fast‑paced, matrixed environment.
 
 
 
 
 
 
 Core Responsibilities
 
 
 <ul>
 <li>
 Manage high‑volume, complex calendaring for two GMs across PST, MST, and CST time zones
 </li>
 <li>
 Coordinate domestic travel and expenses, with limited international travel (up to one trip per quarter)
 </li>
 <li>
 Track expenses, purchase orders, and administrative workflows
 </li>
 <li>
 Support ad hoc team and operational projects, including meeting and project tracking
 </li>
 <li>
 Create and maintain Excel‑based tracking tools for meetings, initiatives, and deliverables
 </li>
 <li>
 Document meetings and distribute notes and action items as needed
 </li>
 <li>
 Support team operations, including equipment ordering for new hires
 </li>
 <li>
 Assist with planning occasional remote or onsite team events
 </li>
 </ul>
 
 
 
 
 
 Time Breakdown
 
 
 <ul>
 <li>
 40% calendaring
 </li>
 <li>
 20% travel and expense management
 </li>
 <li>
 40% team operations and ad hoc project support
 </li>
 </ul>
 
 
 
 
 
 Ideal Candidate Profile
 
 
 <ul>
 <li>
 Proven experience supporting senior‑level executives in enterprise environments
 </li>
 <li>
 Extremely detail‑oriented with strong organizational and prioritization skills
 </li>
 <li>
 Comfortable working independently in a remote setting
 </li>
 <li>
 Experience managing confidential information with discretion
 </li>
 <li>
 Strong written and verbal communication skills
 </li>
 <li>
 Experience with large, matrixed organizations is a strong plus
 </li>
 </ul>
 
 
 Required Skills
 
 
 <ul>
 <li>
 Executive‑level calendaring and coordination
 </li>
 <li>
 Travel booking and expense processing
 </li>
 <li>
 Basic to intermediate Excel (tracking and reporting)
 </li>
 <li>
 Purchase order and operational tracking experience
 </li>
 <li>
 Proficiency with Microsoft tools (Outlook, Excel, PowerPoint, Word)
 </li>
 </ul>
 
 
</div>

Executive Administrative Assistant

Stokes Lawrence, P.S.

Stokes Lawrence, a business law firm with offices in Seattle and Yakima, is seeking a friendly and customer service-oriented individual to join our Seattle office as a full-time Front Desk Coordinator/Administrative Assistant. In this role, you will be the first point of contact for our clients and visitors, helping to create a positive first impression of our firm. You will also assist our legal and business professionals with administrative tasks, helping to ensure the seamless flow of business operations.The hours for this position are 8:00 a.m. &ndash; 5:00 p.m., Monday through Friday, with an occasional need for overtime.Our attorneys and business professionals share a common value system rooted in a sense of collaboration, excellence, client service, and professionalism, along with a desire for personal growth and satisfaction. We offer a congenial work environment with competitive pay and benefits. Learn more about our firm at www.stokeslaw.com.What We Are Looking For:<ul><li>Excellent communication and interpersonal skills</li><li>Positive attitude and commitment to providing outstanding customer service</li><li>Detail oriented with strong sense of organization and prioritization</li><li>Ability to maintain confidentiality and handle sensitive information with discretion</li><li>Proficiency in Microsoft Word, Excel, and Outlook</li><li>High School diploma or equivalent</li><li>Previous experience in a customer service or front desk role, preferably in a professional services environment, is preferred</li></ul>Key Responsibilities:<ul><li>Greet clients, guests, and visitors with a warm and professional demeanor</li><li>Answer and direct phone calls to the appropriate individuals</li><li>Manage conference room scheduling and set up</li><li>Maintain a clean and organized reception area</li><li>Receive, scan, and route incoming mail and deliveries</li><li>Arrange catering orders for in-office meetings and events</li><li>Assist with supply ordering and stocking</li><li>Assist accounting department with collection and review of receipts to reconcile firm credit card charges</li><li>Track parking validation</li><li>Assist with operational and facilities duties, including submission of guest registration and building maintenance requests</li><li>Provide administrative support to the firm&rsquo;s legal assistants and business departments</li></ul>Compensation and BenefitsThe expected salary range for this position is $23 - $27 per hour. Compensation will be determined based on the individual&rsquo;s qualifications, skills, and experience.Stokes Lawrence provides business professionals with medical, vision, dental, life, AD&amp;D, and disability insurance coverage, paid parental leave, paid vacation, sick leave and holidays, and contributions to a 401(k) profit sharing plan. Additional information about our benefits can be found at www.stokeslaw.com/careers/professional-staff-hiring/.How To ApplyPlease send a cover letter and resume to recruiting@stokeslaw.com for confidential consideration.We are an equal opportunity employer and encourage individuals with diverse backgrounds and experiences to apply.Pay: $23.00 - $27.00 per hourBenefits:<ul><li>401(k)</li><li>401(k) matching</li><li>Dental insurance</li><li>Employee assistance program</li><li>Flexible spending account</li><li>Health insurance</li><li>Health savings account</li><li>Life insurance</li><li>Paid time off</li><li>Parental leave</li><li>Vision insurance</li></ul>Work Location: In person

Law Office Front Desk Coordinator/Administrative Assistant

ALLEN INSTITUTE

<div>Executive Assistant &ndash; Allen Institute
<div>The mission of the Allen Institute is to unlock the complexities of bioscience and advance our knowledge to improve human health. Using an open science, multi-scale, team-oriented approach, the Allen Institute focuses on accelerating foundational research, developing standards and models, and cultivating new ideas to make a broad, transformational impact on science.
The Allen Institute is launching a new initiative on human brain health and disease. This initiative aims to dramatically accelerate our understanding of human brain structure and function, identify the molecular, cellular and circuit basis of disease progression, and pioneer new therapeutic strategies targeting vulnerable and affected cell types. Our mission focuses on taking a human-centric approach to understanding and treating disease, combining a large-scale open science discovery approach across multiple diseases, AI-based disease modeling, and translational programs in specific diseases to move from discovery to clinical application. We aim to make transformational change in understanding and treating brain disorders, the biggest health challenge of our time.
We are seeking an Executive Assistant to provide a range of administrative, planning, and support services of a complex and confidential nature to several senior scientific leaders of this new initiative. An essential member of the team and reporting to the Executive Director of Scientific Operations, the Executive Assistant will anticipate needs, clear obstacles, and identify opportunities to take ownership of tasks and projects. All duties are expected to be done with rigor and accuracy to ensure action items are assigned and in progress and serve colleagues with confidence across the Allen Institute through exceptional interpersonal skills and relationship management. This individual will often represent leadership and serve as the first point of contact with the Allen Institute, requiring effective and competent interaction and communication with executive level professionals both internally and externally. This position works both independently and in close collaboration with stakeholders at multiple levels of the organization.
At the Allen Institute, we believe that science is for everyone &ndash; 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.
*Please attach a cover letter with your application*
Essential Functions
<ul><li>Manage expenses and timely submission of expense reports
</li><li>Coordinate domestic and international travel, arranging complex and detailed travel plans, itineraries, and agendas, as needed</li>
<li>Manage and maintain active and complex calendars in a dynamic environment
</li><li>Communicate with the general staff on leadership&rsquo;s behalf, coordinating and scheduling internal and external meetings, as well as video and teleconferences</li>
<li>Management and coordination of seminars, workshops and other onsite events including hosting and arranging travel for visitors to the Institute</li>
<li>Manage and update leaders&rsquo; curriculum vitae (CV)</li>
<li>Compose routine correspondence including letters, memos, emails, and timely responses to actionable requests</li>
<li>Handle and coordinate administrative purchasing for department</li>
<li>Actively drive special projects as assigned</li>
<li>Serve as a key point of contact for administrative questions and issues relating to organizational structure, project codes, and general operations</li>
</ul>
*Note: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This description reflects management&rsquo;s assignment of essential functions; it does not proscribe or restrict the tasks that may be assigned.*
Required Education and Experience
<ul><li>High School Diploma or equivalent</li>
<li>Minimum 2 years of work experience in an administrative capacity</li>
<li>Proficient with Microsoft Office applications, including Outlook, Teams, One Drive, SharePoint, Word, Excel, and PowerPoint</li>
</ul>
Preferred Education and Experience
<ul><li>Bachelor&rsquo;s degree</li>
<li>3-5 years of executive administrative support experience</li>
<li>3 years of experience supporting senior/executive leaders</li>
<li>Experience coordinating/managing multiple projects on tight deadlines</li>
<li>Experience with Oracle software</li>
<li>Experience with Smartsheet software</li>
<li>Experience with EndNote or Zotero software</li>
<li>Strong customer and colleague communication skills</li>
<li>Exceptional attention to detail</li>
<li>Demonstrated ability to maintain confidentiality</li>
<li>Basic business writing skills and the ability to draft written communications</li>
<li>Ability to learn new technologies</li>
<li>Excellent interpersonal and time management skills</li>
<li>Demonstrated ability to improve processes</li>
<li>Prior experience in a research or health sciences environment</li>
</ul>
Physical Demands
<ul><li>Fine motor movements in fingers/hands to operate computers and other office equipment</li>
<li>Frequently required to sit, stand, walk, stoop, kneel, or reach</li>
</ul>
Position Type/Expected Hours of Work
<ul><li>Full-time / 40 hours per week</li>
<li>This role is currently able to work both remotely and onsite in a hybrid work environment &ndash; working a minimum of three days per week 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.</li>
</ul>
Additional Comments
<ul><li>Please attach a cover letter with your application</li>
<li>**Please note, this opportunity does not offer relocation assistance**</li>
<li>**Please note, this opportunity does not offer work visa sponsorship**</li>
</ul>
</div>Annualized Salary Range
<ul><li>$92,250 - $114,100</li>
</ul>
<ul><li>Final salary depends on required education for the role, experience, and level of skills relevant to the role, along with work location, where applicable.</li></ul>
Benefits
<ul><li>Employees (and their families) are eligible to enroll in benefits per eligibility rules outlined in the Allen Institute&rsquo;s Benefits Guide. These benefits include medical, dental, vision, and basic life insurance. Employees are also eligible to enroll in the Allen Institute&rsquo;s 401k plan. Paid time off is also available as outlined in the Allen Institute&rsquo;s Benefits Guide. Details on the Allen Institute&rsquo;s benefits offering are located at the following link to the Benefits Guide: https://alleninstitute.org/careers/benefits.</li>
</ul>
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.</div>

Executive Assistant

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