Executive Assistant

Executive Assistant Position at the Milken InstituteThe Milken Institute is a globally minded, publicly supported, non-partisan, and nonprofit think tank headquartered in Santa Monica, with offices in Washington, DC, New York, London, Abu Dhabi, and Singapore. For the past three decades, the Milken Institute has served as a catalyst for practical, scalable solutions to global challenges by connecting human, financial, and educational resources to those who need them. Guided by a conviction that the best ideas, under-resourced, cannot succeed, we conduct research and analysis and convene top experts, innovators, and influencers from different backgrounds and competing viewpoints. We leverage this expertise and insight to construct programs and policy initiatives. These activities are designed to help people build meaningful lives, in which they can experience health and well-being, pursue effective education and gainful employment, and access the resources required to create ever-expanding opportunities for themselves and their broader communities.We are seeking an experienced, highly organized, and proactive Executive Assistant to support the General Counsel and Head of Technology of the Milken Institute, a large global nonprofit think tank.This is a varied and highly collaborative role that combines executive administrative support with legal and technology team operations. The successful candidate will be a trusted partner who can manage competing priorities, anticipate needs, exercise good judgment, and take ownership of projects and responsibilities.The ideal candidate is a professional Executive Assistant who takes pride in doing excellent work, enjoys being part of a team, is comfortable with technology, and is eager to learn and take on new responsibilities as the organization evolves.ResponsibilitiesExecutive and Administrative SupportManage the General Counsel's calendar.Coordinate domestic and international travel, including itineraries and related logistics.Manage expense reporting, reimbursements, and related administrative processes.Maintain organized electronic files.Maintain confidential legal files and assist with legal department recordkeeping.Prepare and format routine documents, correspondence, presentations, and other materials.Assist with meeting preparation, agendas, materials, and follow-up.Handle sensitive and confidential information with discretion and sound judgment.Provide general administrative support and take on additional responsibilities as needed.Legal OperationsServe as an administrator and manager of the organization's contract lifecycle management (CLM) database.Assist with the end-to-end lifecycle of the organization's agreements, from intake and routing through execution, recordkeeping, renewals, and closeout.Maintain accurate contract records, metadata, deadlines, and related documentation.Coordinate with internal staff and stakeholders to ensure agreements move efficiently through the contracting process.Assist with reporting, tracking, and other activities related to the organization's large volume of contracts and agreements.Identify opportunities to improve administrative processes and systems supporting the legal function.Technology Team SupportProvide administrative and organizational support to the technology team.Coordinate weekly technology team meetings, including scheduling, agendas, materials, notes, and follow-up.Assist with planning and logistics for technology team retreats and other team events.Provide administrative support for technology projects and initiatives as needed.Assist with maintaining and updating the organization's intranet and other internal technology resources.Help maintain and update organizational policies, procedures, organizational charts, and other internal resources.Support special projects and other operational needs of the technology team.Duties as assigned.QualificationsAt least 10 years of experience as an Executive Assistant or in a comparable senior administrative role.Excellent organizational and time-management skills, with the ability to manage multiple priorities and deadlines.Excellent written and verbal communication skills.Strong attention to detail and commitment to accuracy.Fluency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and related tools.Comfortable learning and using new technologies, databases, and software systems.Strong judgment and discretion in handling confidential and sensitive information.Ability to work independently, anticipate needs, solve problems, and take initiative.Ability to work effectively with people at all levels of an organization and as part of a collaborative team.Willingness and enthusiasm to take on new responsibilities.A positive, flexible, and service-oriented approach to supporting colleagues and the organization.Working Conditions & Travel RequirementsThis position will work in a professional office environment on a hybrid schedule consisting of four (4) days per week reporting in-person to the Washington, DC office location (Monday – Thursday), with the remaining day working remotely. Please understand, this schedule is subject to change at the Institute's sole discretion.This person will also be required to travel occasionally to other offices and/or venues to assist with events as needed, requiring occasional work outside of traditional hours. Additionally, this position requires interacting virtually on a regular basis with Milken Institute staff based in other locations in the United States and around the world.NoteThe statements herein are intended to describe the overall nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.We are interested in qualified candidates who are eligible to work in the United States. Please note, we are not sponsoring visas at this time, being authorized to work in the U.S. is a precondition of employment.Please submit resume and cover letter illustrating how your experience and skills will contribute to the department and any unique qualities you bring to the position. If applying via Indeed, please upload your resume and any supporting documentation as one attachment. Any application that does not include both a resume and cover letter will be rejected. If you are unable to complete this application due to a disability, contact our Human Resources department to ask for an accommodation or an alternative application process.Our CultureThe Milken Institute is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, disability or status as a veteran.Every person at the Milken Institute is treated with respect, supported with resources and training, and exposed to a broad range of experiences. We foster a space for growth with opportunities to share knowledge and passion with both clients and colleagues. We are committed to building a diverse workforce and creating an inclusive environment where everyone can thrive. Our leadership is actively involved in our commitment to diversity and inclusion, and fostering a culture that creates opportunities for everyone.BenefitsHealth Care Plan (Medical, Dental & Vision)Retirement Plan - 403b (5% match)Life Insurance (Basic, Voluntary & AD&D)Paid Time Off (Personal, Vacation, Sick & Public Holidays)Family Leave (Maternity & Paternity)Fertility SupportShort-Term & Long-Term DisabilityFlexible Spending Account (FSAs)Pet Insurance DiscountTraining & Development:LinkedIn Learning – over 15,000 self-guided classes offeredAnnual Mentor ProgramWellness Resources:Employee Assistance ProgramCALM app membership