Executive Assistant

at  Milken Institute

ABOUT THE MILKEN INSTITUTE

The 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.
The Milken Institute’s events and programmatic activities, involve the exchange of ideas with leaders from around the world. The Institute hosts more than 200 events each year, with our annual flagship event, Global Conference, bringing together 4,500+ participants from around the world, featuring more than 900+ speakers throughout 200+ sessions over the course of the event.

ABOUT THE POSITION

The Milken Institute is seeking an Executive Assistant (EA) to support our Chief of Staff, Executive Director of Strategy in our Washington D.C. office.
This is an exciting career opportunity for someone with intellectual curiosity, a strong work ethic, a drive to achieve, and a capacity for administrative work of all kinds. They will be energetic, resourceful, a self-starter, detail-oriented, and trustworthy. This position will report to the Chief of Staff, Executive Director of Strategy.

SKILLS AND QUALIFICATIONS

• Experience: A proactive and detail-oriented professional with prior experience supporting senior managers required. A minimum of two years of work experience in an administrative or executive assistant role in a fast-paced environment.
• Professionalism: 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.
• Writing: The ability to write concise business emails is essential, as is the ability to converse professionally with multiple stakeholders on the phone. We also are 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.
• 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.
• Effective oral and written communication skills; proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint); customer-relationship management (Salesforce) and/or expense and travel management (SAP Concur) experience a plus.
• Willingness to provide on-site support at select events on nights or weekends, as appropriate.

WORKING CONDITIONS & TRAVEL REQUIREMENTS

This position will work in a professional office environment. 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.

The EA role is critical to the efficiency and effectiveness of MI by providing administrative, operational, and office management support that includes, but is not limited to, the following activities:

• Arranging domestic and international travel itineraries.
• Owning and maintaining calendars. This includes scheduling meetings, understanding priorities, organizing in-person meetings and calls, and suggesting venues.
• 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.
• Preparing expense reports and credit card reconciliation.
• 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.