Senior Office Manager

Who You Are:

The Allen Institute for AI (AI2) is seeking an experienced Senior Office Manager to join our Operations team. Our ideal candidate is a passionate people manager, a master of all things office administration, coordination & organization, and is a high-level, strategic thinker. We are looking for extraordinary problem solving skills, an adept multi-tasker and of course someone with a service-oriented mindset. A positive, collaborative attitude is a must.

If this sounds like an opportunity you just can’t pass up, we encourage you to apply.

Who We Are:

The Allen Institute for Artificial Intelligence is a non-profit research institute in Seattle founded by Paul Allen and headed by Professor Oren Etzioni. The core mission of AI2 is to contribute to humanity through high-impact research in artificial intelligence.

In addition to AI2’s core mission, we also aim to contribute to humanity through our treatment of each member of the AI2 Team. Some highlights are:

We are a learning organization – because everything AI2 does is ground-breaking, we are learning every day. Similarly, through weekly AI2 Academy lectures, a wide variety of world-class AI experts as guest speakers, and our commitment to your personal on-going education, AI2 is a place where you will have opportunities to continue learning alongside your coworkers.
We value diversity - We seek to hire, support, and promote people from all genders, ethnicities, and all levels of experience regardless of age. We particularly encourage applications from women, non-binary individuals, people of color, members of the LGBTQA+ community, and people with disabilities of any kind.
We value inclusion - We understand the value that people's individual experiences and perspectives can bring to an organization, and we are building a culture in which all voices are heard, respected and considered.
We emphasize a healthy work/life balance – we believe our team members are happiest and most productive when their work/life balance is optimized. While we value powerful research results which drive our mission forward, we also value dinner with family, weekend time, and vacation time. We offer generous paid vacation and sick leave as well as family leave.
We are collaborative and transparent – we consider ourselves a team, all moving with a common purpose. We are quick to cheer our successes, and even quicker to share and jointly solve our challenges.
We are in Seattle – and our office is on the water! We have mountains, we have lakes, we have four seasons, we bike to work, we have a vibrant theater scene, and we have so much else. We even have kayaks for you to paddle right outside our front door.
We are friendly– chances are you will like every one of the 100+ (and growing) people who work here. We do.

Your Next Challenge:

The AI2 Office Team is focused on supporting the alignment of high-level research priorities with effective day-to-day operations. We create and nurture spaces that engage and empower people to be their best.

As Senior Office Manager, you will develop and deliver solutions to day to day challenges. You'll be a well-rounded and experienced team leader who can add value to a variety of operational challenges. You will work in a fast-paced and rapidly changing environment, tolerate ambiguity and demonstrate problem-solving leadership. You will:

Oversee our three office locations and manage existing vendor relationships and associated contracts and budgets related to:

Food & Beverage & Catering (Daily On-site & Special Events)
Security
Janitorial
Events
Seating, Capacity & Furnishings
Wellness

Structure a stellar office service experience for all team members and visitors; we support both an in-office and remote workforce
Work cross-functionally and partner with project teams as well as ops teams (Legal, HR and Finance, Incubator, IT, add Communications/Media)
Serve as lead for managing and scheduling team wide email communications, while working with internal teams for content, design and strategy
Oversee and manage employee amenities & perks program
Cultivate phenomenal team member experiences (onboarding swag, care packages, team events) with creative and unique “lean in” solutions
Foster a diverse, inclusive, and rich team environment that balances business needs with individual career growth
Lead the Office Team and foster and support professional development and growth opportunities

What You’ll Need:

Minimum Qualifications:

5-7 years experience in Office/Facilities Management role
5+ years of people management experience /managing teams of administrative employees
Demonstrated experience managing complex and detailed budgets
Ability to thrive in an ambiguous and ever-evolving environment
Ability to multitask, work in a fast-paced environment and have a high-level attention to detail
Self-starter, highly proactive, and collaborative
Positive, enthusiastic and service-oriented attitude
Results oriented with the ability to be flexible and work well under pressure
Excellent interpersonal skills with strong written and verbal communication abilities.
Advanced experience with the Google Suite
Extensive experience in facilities management & workflow software

Preferred Qualifications:

Project Management Certification

AI2 is proud to be an Equal Opportunity employer. We do not discriminate based upon race, religion, color, national origin, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender, gender identity, gender expression, transgender status, sexual stereotypes, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.

If you need assistance or an accommodation due to a disability, you may contact us at hr@allenai.org or you may call us at 206-548-5600.

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