Job Description

Internal Communications and Events Specialist III

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 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.

The Allen Institute is seeking an Internal Communications and Events Specialist to lead and operationalize a variety of communications and events for the Institute. This position will drive the development, planning and execution of strategies, activities, and marketing for internal communications and events. This role will develop content and manage various internal communication channels such as the Institute intranet, weekly internal employee newsletter, building monitors and message boards. They will develop, source, curate and edit content to maintain timely, informative, and engaging messaging.

The ideal candidate is highly organized, deadline-driven and works well with stakeholders at multiple levels, including executives. This is a highly visible role with direct impact on strengthening our workplace community and culture.

The Allen Institute believes that team science significantly benefits from the participation of diverse voices, experiences and backgrounds. High-quality science can only be produced when it includes different perspectives. We are committed to increasing diversity across every team and encourage people from all backgrounds to apply for this role.

Essential Functions

Communications Responsibilities: 60% of time

• Drive the development, planning and execution of strategies, activities, and marketing for internal communications
• Partner with science units, Project Management Office, and/or other stakeholders to develop tailored communications plans for change management and other Institute-wide initiatives
• Co-lead creation, editing and distribution of weekly internal e-newsletter, collaborating with multiple internal stakeholders to create and/or produce engaging, informative and timely content
• Update content and be a main point of contact for intranet homepage and department pages; maintain Institute calendars
• Curate content from internal communications to populate onsite and digital message boards to reflect Institute happenings
• Identify new communication channels and create effective content to build Allen Institute community and culture
• Identify, source and purchase Institute-branded merchandise across all divisions
• Assist in managing internal inboxes for timely responses to Events and Communications inquiries

Event Responsibilities: 40% of time

• Plan, manage, and execute all employee events, including all-staff meetings, receptions and social gatherings
• Partner with Diversity, Equity, Inclusion & Belonging Office to market speaker seminars and celebratory events; provide expertise in event planning and execution of event
• Advance both the scientific divisions’ and the overall Institute’s strategic initiatives and agendas where events are a platform for engagement and building culture
• Create and lead various events-related tasks, as needed, including project planning timelines, guest communications, budgets, staffing plans, catering orders, as well as registration tracking

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

• Bachelor’s degree or equivalent combination of degree and experience
• 3 years of experience in internal communications and/or event management

Preferred Education and Experience

• 5+ years of related experience in internal communications and/or event management
• Communications experience in an institutional, non-profit or agency environment is preferred
• Proficiency in using Microsoft Office Suite and SharePoint
• Intermediate knowledge of Adobe Creative Suite software
• Basic knowledge of HTML desired
• Database experience such as RE: NXT, Blackbaud, Luminate CRM or Salesforce desired
• Excellent written and verbal communication skills, including the ability to communicate with people at all levels of the organization and from a wide variety of backgrounds
• Sense of urgency, and self-motivation, including the ability to follow through to complete tasks independently
• Exceptional collaborator; able to work with a variety of teams and personalities
• Meticulous attention to detail, strong organizational skills, and ability to manage projects, vendors, and budgets

Physical Demands

• Occasional lifting up to 30 pounds
• Standing and sitting for extended periods of time
• Fine motor movements in fingers/hands to operate computers and other office equipment
• Push/pull up to 50 lbs. (pushing a cart)
• Stooping, bending, crouching, and reaching

Position Type/Expected Hours of Work

• Occasional evening and weekend hours required
• 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.

Travel

• Occasional travel to regional events

Annualized Salary Range

• $78,600 - $105,875*

* Final 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: https://alleninstitute.org/careers/benefits.

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

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