Executive Assistant, Global Programming

Milken Institute (Santa Monica CA, USA) Follow 7 hours ago

Contract Flexible Spending Accounts Wellness Interfacing Invoice Processing Internal and External Communications

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Executive Assistant

The Milken Institute is seeking an Executive Assistant to support the Executive Director of Global Programming. 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. They will have an interest in various aspects of event operations and programming, as well as an interest in working with colleagues and external partners from diverse backgrounds. We are open to candidates who are broadly interested in the nonprofit space and experienced executive assistants.

Responsibilities

Owning and maintaining various team and executive calendars. This includes scheduling, understanding priorities, and organizing logistics for in-person, virtual, and hybrid meetings.
Ensuring that contact lists and groups 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.
Arranging domestic and international travel itineraries.
Reporting and managing expenses for corporate credit cards and individual reimbursements.
Managing and supporting special projects.
Drafting and preparing correspondence for internal announcements, meeting agendas, and meeting notes as required.
Assisting in the preparation and management preparing and managing presentations and decks
Assisting with vendor invoice processing
Interacting positively with all levels of the organization, including a desire and ability to support multiple team members.
Duties as assigned.

Qualifications

A proactive and detail-oriented professional with prior experience supporting senior managers desired. A bachelor's degree and a minimum of five years of work experience in an administrative or executive assistant role in a fast-paced environment.
Represent the Milken Institute well to external parties, including to senior policymakers and/or business executives, 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.
The ability to write concise, business emails is essential, as is the ability to converse professionally with multiple stakeholders both in person and on the phone. We are also looking for someone who is comfortable working in multicultural environments and with international organizations. We expect an attitude of "no job is too small," and an attention to detail that ensures quality outcomes for our team and external partners.
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.
Excellent 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.
Familiarity with or a desire to learn programs like Jira, Airtable, MuckRack, C-Vent, SharePoint, and O365.
Willingness to provide on-site support at select events on nights or weekends, as needed.

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