Executive Assistant, Global Programming

Milken Institute

Santa Monica (CA)

Hybrid

USD 70,000 - 110,000

Full time

14 days+

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Benefits offered by this job

Health care plan

Retirement plan (403b)

Life insurance

Paid time off

Family leave

Fertility support

Disability insurance

FSAs

Pet insurance

Job summary

The Milken Institute, based in Santa Monica, seeks an Executive Assistant to support the Executive Director of Global Programming. This role requires exceptional organization, intellectual curiosity, and a strong work ethic to manage administrative tasks across events and programming, liaising with partners from diverse backgrounds.

Ideal candidates will demonstrate proactive prioritization, professional communication, and adaptability in a nonprofit environment, with on-site support for events

Qualifications

A proactive and detail-oriented professional with prior experience supporting senior managers.
Bachelor’s degree and a minimum of five years in an administrative or executive assistant role in a fast-paced environment.
Ability to write concise, business emails and communicate professionally with multiple stakeholders.
Comfortable working in multicultural environments and with international organizations.
Willingness to take on new responsibilities, be a systematic thinker, and learn quickly with minimal supervision.
Excellent oral and written communication skills.
Proficiency in Microsoft Office Suite; Salesforce and/or SAP Concur experience a plus.
Familiarity with Jira, Airtable, MuckRack, C-Vent, SharePoint, and O365.
Willingness to provide on-site support at select events on nights or weekends.

Responsibilities

Own and maintain executive calendars, scheduling in-person, virtual, and hybrid meetings.
Keep contact lists up to date and interface with senior stakeholders.
Arrange domestic and international travel itineraries.
Report and manage expenses for corporate cards and reimbursements.
Manage and support special projects for the executive team.
Draft correspondence, agendas, and meeting notes as required.
Assist with presentations and deck preparation.
Assist with vendor invoice processing.
Collaborate with multiple teams and staff across levels.
Perform other duties as assigned.

Skills

Calendar management

Communication

Multitasking

Prioritization

Executive support

Written communication

Interpersonal skills

Organizational skills

Education

Bachelor's degree

5+ years experience

Tools

Salesforce

SAP Concur

Microsoft Office

Jira

Airtable

MuckRack

C-Vent

SharePoint

O365

Job description

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 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 multitasking 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.

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