Administrative Coordinator III - Legal

Administrative Coordinator III - Legal The mission of the AllenInstitute is to understand the principles that govern life and to advance health. Our creative and multi-dimensional teams focus on answering some of the biggest questions in bioscience. We accelerate foundational research, catalyze bold ideas, develop tools and models, and openly share our science to make a broad, transformational impact on the world. The mission of the Allen Institute administration team is to provide support and structure to the scientific divisions. Coinciding with the team science approach, Administration helps facilitate team learning and the overall mission of the institute. In support of the administration team's mission, the Legal Team's vision: We are a dedicated team of trusted advisors committed to providing excellent service through collaborative and inclusive solutions that advance the Allen Institute mission. The Administrative Coordinator III provides general administrative support to the legal team, including managing databases, data input, calendars, scheduling, approvals, and records and records retention. The position has coordination responsibility for the Institute's Policy Process and Records Management Program and assists the Legal Program Manager on Board conflict of interest and compliance. The position supports the Vice President & General Counsel and Deputy General Counsel in scheduling meetings, managing their administrative tasks, including sending emails, organizing meetings, and taking notes. The individual in this position should have strong attention to detail and the ability to contribute to streamlining and improving operations within the legal department. The Administrative Coordinator III will handle confidential and sensitive matters and interact with key stakeholders (including board members) with a high degree of ethics and professionalism. 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 The Administrative Coordinator III for the Legal Team will be expected to perform some or all the following: Calendar Management: Manage and maintain VP & General Counsel and Deputy General Counsel's complex calendars in a dynamic environment, often requiring reprioritization. This includes coordination of all event logistics such as scheduling rooms, room setup, online meetings, managing meeting invites, meeting documentation and ordering catering as needed Communications Coordination: Facilitate smooth and effective communication with high profile internal and external stakeholders such as board members and insurance brokers. Compose routine correspondence which includes letters, memos, emails, and timely responses to actionable requests Records Management Program: Responsible for providing coordination and support for the Records Management Program for the Institute with oversight from the Legal Program Manager Policy Process Management: Responsible for managing the Policy Process for the Allen Institute including technical support within the Office 365 (Lists) environment with oversight from the Deputy General Counsel Legal Invoice Support: Supports all aspects of legal invoicing as back-up to the Legal Operations Administrator, including coordinating and communicating with Legal and Finance Travel Coordination and Registrations: Coordinates attorney registrations and provides travel support for Legal team, including conference and workshop registrations Document and File Management: Responsible for overall electronic files organization and maintenance for the legal department. Administers the legal department's records retention requirements Materials and Document Preparation: With minimal supervision, apply analytical skills to review data and materials, create reports and spreadsheets, and work with applications and interfaces to obtain optimal data and metrics for the legal team Technology and Process Support: Assists with the legal department's technology systems and applications as well as the Allen Institute's technology systems to ensure that the systems can work together; utilizes knowledge to devise new and improved ways to operate. Develops, recommends, and implements procedures and processes to facilitate efficient workflow Legal Program and Compliance Support: Administer one or more corporate governance, compliance, risk management related or other legal programs, including the multi-state business and charitable registrations for the Institute General Support: General administrative support for the legal team, particularly for the VP & General Counsel and Deputy General Counsel. Responsible for planning and executing regular team meetings and events. Works on projects, legal department goals other duties as needed 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 2 years of work experience in an administrative capacity Proficient with Office 365 including Outlook, Teams, PowerPoint, SharePoint, Lists Experience calendaring and scheduling in a complex environment Preferred Education and Experience Bachelor's degree 3-5 plus years of related work experience in a legal or professional office environment Experience using organizational tools for projects such as Microsoft Project Experience with Power BI, Oracle, and Concur Additional Preferred Qualifications Have or be eligible to obtain a notary license Uses independent judgment and experience to plan and prioritize work that involves difficult problems and/or decisions Understands when to elevate potentially controversial matters and/or matters with material implications to attorneys for guidance and assistance Performs general legal tasks and completes routine assignments timely with little or no direction Has the ability to work with cross-functional groups and understand impacts on legal processes Understands legal terms and has knowledge of standard practices, procedures, software, and technologies used in the legal department Work product is consistently complete and accurate Holds a strong commitment to exceeding expectations on client service and work product Excellent time management and organization skills Consistently and effectively uses communication techniques appropriate to the person or audience Uses discretion when handling confidential information Consistently works collaboratively and fosters collaboration and respect with team members and peers Work Environment Open office environment Physical Demands Fine motor movements in fingers/hands to operate computers and other office equipment Position Type/Expected Hours of Work This role is currently able to work both remotely and onsite in a hybrid work environment. 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. Expected to work onsite 3 days per week plus as needed for specific meetings and events Requires ability to maintain a regular full-time schedule Monday through Friday Additional Comments Please note, this opportunity does not sponsor work visas and has no relocation assistanceAnnualized Salary Range $62,100 - $76,000Final salary depends on the required education for the role, experience, level of skills relevant to the role, and work location, where applicable. Benefits 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: 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.

Created: 2026-03-07