Executive Assistant, Business and Program Development

MILKEN INSTITUTE•Santa Monica, CA

4d•Hybrid

About The Position

The Milken Institute is seeking Executive Assistant to support two of the Institute’s leaders in the Business & Program Development team and broadly support the needs of the department. Tasks will range from creating expense reports, arranging complex domestic and international travel itineraries, managing calendars and scheduling calls and meetings, to managing team kitchen, supplies, and onboarding. 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.

Requirements

Experience: A proactive and detail-oriented professional with prior experience supporting senior managers required. A minimum of 3 years of work experience in an administrative or executive assistant role in a fast-paced environment. Bachelor's degree preferred.
Professionalism: Represent the Milken Institute well to external parties, including senior business executives and program officers, 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. Understanding of confidentiality is essential.
Communications and Skills: The ability to write concise business emails is essential, as is the ability to converse professionally with multiple stakeholders on the phone. Effective 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.
Collaboration: Team-oriented individual who seeks out tasks when work is completed and assists colleagues to ensure goals, requirements and deadlines are achieved. Willingness to provide on-site support at select events on nights or weekends.
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.
Skills: Effective 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.

Responsibilities

Owning and maintaining the calendars of two department leaders and other team members as needed. This includes scheduling meetings, understanding priorities, organizing in-person meetings and calls, and suggesting venues.
Arranging complex domestic and international travel itineraries.
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.
Managing emails. Knowing how to find and track email threads from various initiatives, keeping track of emails that require future action, and communicating what is outstanding at all times.
Reporting and managing expenses.
Providing administrative support for relevant events, including coordinating a complex meeting schedule and maintaining invitee lists and attendee bios.
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.
Conducting research on potential panelists and discussants for Milken Institute events.
Sharing in general office management support duties alongside other members of the Executive Assistant team.
Acting as back-up to other Executive Assistants, as needed
Duties as assigned