Executive Assistant, Business and Program Development

Executive Assistant

The Milken Institute is seeking an Executive Assistant to support two of the Institute's leaders in the Business & Program Development team and broadly support the needs of the department. Tasks will range from creating expense reports, arranging complex domestic and international travel itineraries, managing calendars and scheduling calls and meetings, to managing team kitchen, supplies, and onboarding. This is an exciting opportunity for a highly organized person with intellectual curiosity, a strong work ethic, and a capacity for administrative work of all kinds. The ideal candidate will have exceptional organizational skills and understand the importance of administrative and office management excellence.

Responsibilities

• Owning and maintaining the calendars of two department leaders and other team members as needed. This includes scheduling meetings, understanding priorities, organizing in-person meetings and calls, and suggesting venues.
• Arranging complex domestic and international travel itineraries.
• Maintaining contacts. Ensuring that contact lists are kept up to date, understanding the importance and priority of a range of contacts, and interfacing with senior people inside and outside of the organization.
• Managing emails. Knowing how to find and track email threads from various initiatives, keeping track of emails that require future action, and communicating what is outstanding at all times.
• Reporting and managing expenses.
• Providing administrative support for relevant events, including coordinating a complex meeting schedule and maintaining invitee lists and attendee bios.
• Managing phone and email inquiries and communications.
• Interacting positively with all levels of an organization, including a desire and ability to support multiple team members.
• Conducting research on potential panelists and discussants for Milken Institute events.
• Sharing in general office management support duties alongside other members of the Executive Assistant team.
• Acting as back-up to other Executive Assistants, as needed
• Duties as assigned

Qualifications

• Experience: A proactive and detail-oriented professional with prior experience supporting senior managers required. A minimum of 3 years of work experience in an administrative or executive assistant role in a fast-paced environment. Bachelor's degree preferred.
• Professionalism: Represent the Milken Institute well to external parties, including senior business executives and program officers, with a sincere level of professional courtesy and tact. Having a calm, collected demeanor is crucial for the high level of multi-tasking and coordination involved. Understanding of confidentiality is essential.
• Communications and Skills: The ability to write concise business emails is essential, as is the ability to converse professionally with multiple stakeholders on the phone. Effective oral and written communication skills; proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); customer relationship management (Salesforce) and/or expense management (SAP Concur) experience a plus.
• Collaboration: Team-oriented individual who seeks out tasks when work is completed and assists colleagues to ensure goals, requirements and deadlines are achieved. Willingness to provide on-site support at select events on nights or weekends.
• Drive: The ideal EA will be eager to take on new responsibilities and challenges. We are looking for someone who is a systematic thinker and fast learner, even with minimal supervision. The ability to effectively prioritize and respond promptly to internal and external communications is essential.
• Skills: Effective oral and written communication skills; proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); customer relationship management (Salesforce) and/or expense management (SAP Concur) experience a plus.

Working Conditions & Travel Requirements

This position will work in a professional office environment on a hybrid schedule consisting of four (4) days per week reporting in-person to the Santa Monica 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.

Note

The 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 Culture

The 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.

Benefits

• Health 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 Support
• Short-Term & Long-Term Disability
• Flexible Spending Account (FSAs)
• Pet Insurance Discount
• Training & Development:
• LinkedIn Learning over 15,000 self-guided classes offered
• Annual Mentor Program
• Wellness Resources:
• Employee Assistance Program
• CALM app membership