Executive Office & Events Coordinator

Milken Institute International; Greater London; Hybrid; GBP 40,000 - 50,000; Full time

Benefits offered by this job

Private medical insurance

Paid Time Off 25 days + UK holidays

Statutory Family Leave

Training & Development

LinkedIn Learning

Job summary

The Milken Institute is seeking a Business Support Assistant to provide administrative, executive, and operational support across the London office. This role covers diary management, expense processing, travel coordination for Directors and teams, and on-site support at events.

You will help with budget tracking, event logistics, and office operations while working across time zones and with Milken Institute offices internationally.

Qualifications

• Entrepreneurial spirit and mentality, essential given we are a satellite location.
• Team-oriented individual who proactively seeks out tasks and assists colleagues to ensure goals, requirements and deadlines are achieved.
• An attitude of “no job is too small”, with excellent attention to detail and a commitment to creating positive experiences for internal and external stakeholders.
• Ability to work confidently with people at all levels of the organisation and provide effective support to multiple team members.
• Strong organisational, interpersonal and communication skills.
• Willingness to provide on-site support at select events on evenings or occasionally on weekends, or work across time zones, when needed.
• High proficiency in Microsoft Office, particularly Word, Excel, Outlook and PowerPoint.
• Technically savvy, with experience using CRM systems such as Salesforce and/or event platforms such as Cvent advantageous.
• Proactive approach with the confidence to take ownership and use initiative.
• Ability to work collaboratively in a dynamic, international team environment.

Responsibilities

• Provide diary management and administrative support to the SLT, including scheduling meetings, processing expense reports and managing competing priorities.
• Coordinate travel arrangements, including flights and accommodation for Directors and wider teams.
• Assist with annual budget preparation and tracking, working with relevant colleagues to ensure expenditure is accurately recorded.
• Assist the Office Manager with day-to-day office operations and ad hoc office management requirements.
• Assist with organizing office events, team lunches and other seasonal initiatives that contribute to a positive team culture.
• Order and manage office stationery, kitchen supplies, and marketing materials.
• Assist with supplier payments, invoice processing, and credit card reconciliation.
• Work effectively across international time zones and with colleagues in other Milken Institute offices.
• Provide flexible, hands-on support across teams and take ownership of tasks through to completion.
• Support with the planning and organisation of UK and European events.
• Assist with event logistics, including venues, suppliers, materials, guest requirements and event schedules.
• Support RSVP and attendee management, including maintaining accurate guest information.
• Provide on-site event support, including set-up, registration, coordination with suppliers and troubleshooting during events.
• Work collaboratively with internal teams and external stakeholders to ensure events run smoothly.
• Be willing to support occasional evening and early morning events when required.
• Duties as assigned

Skills

Entrepreneurial spirit

Team collaboration

Attention to detail

Multitasking

Communication skills

Time management

Cross-cultural teamwork

Proactive ownership

Tools

Salesforce

Cvent

Microsoft Office

Job description

The Milken Institute is seeking a Business Support Assistant to provide administrative, executive, and operational support across the London office. This role covers diary management, expense processing, travel coordination for Directors and teams, and on-site support at events.

You will help with budget tracking, event logistics, and office operations while working across time zones and with Milken Institute offices internationally.