Executive Assistant to the Managing Director, SPARC

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process. Executive Assistant to the Managing Director, SPARC Full-time Regular Washington, DC, US Salary Range: $30.05 To $33.65 Hourly About the Position Milken Institute Strategic Philanthropy SPARC (Science Philanthropy Accelerator for Research and Collaboration) is looking for a proactive and adaptable executive assistant to support portfolio leadership. The role involves managing complex scheduling, handling travel logistics and expenses, helping with prep for meetings and organizing task management. This role requires independence and task-level ownership, as well as flexibility and the ability to work collaboratively. The ideal candidate can handle structured tasks with minimal oversight, while actively learning and applying best practices to support evolving business needs. Responsibilities Effectively manage complex schedules, events, and tasks, ensuring all communications are organized and leaders are well-prepared Anticipate needs and maintain an efficient workflow Excel in sharing information clearly and efficiently, adapting communication styles for different audiences, including internal stakeholders and external partners Establish systems to track and log interactions with key external partners, keeping leaders informed and prepared for meetings Balance the calendars and priorities, demonstrating prioritization skills and agility in adapting to shifts in priorities, while maintaining accuracy and meeting deadlines Operate with minimal oversight, always looking for ways to optimize processes and schedules, and taking initiative to improve efficiency; this includes strategic planning for key events and managing time challenges effectively Build strong connections within immediate team and across other departments, becoming a trusted partner to leaders. This includes an understanding of team dynamics, priorities, and stakeholders, facilitating seamless coordination on high-stakes projects Duties as assigned Requirements Bachelor's degree required; 5+ years of experience in an executive support role or similar support function Experience having managed and optimized extremely busy calendars Professionalism and Discretion - you understand the balance between transparency and confidentiality Detail oriented - set up good systems to manage work with functional skills, like mastery of Asana, bullet-system, etc. Exceptional Communication Skills - being able to tailor a message appropriate to a specific audience Stays calm under pressure Very fluent in Outlook, Word, Excel, PPT, etc. and other modern productivity software, and are excited to learn and use new tools 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 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. 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. Benefits 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 #J-18808-Ljbffr Milken Institute International