Executive Assistant, Business and Program Development

MILKEN INSTITUTE•Santa Monica, CA

4d•Hybrid

About The Position

The Milken Institute is seeking an Executive Assistant to support two leaders in the Business & Program Development team and broadly support the needs of the department. This role involves a range of tasks including creating expense reports, arranging complex domestic and international travel itineraries, managing calendars and scheduling calls and meetings, and managing team kitchen, supplies, and onboarding. This is an opportunity for a highly organized individual with intellectual curiosity, a strong work ethic, and the capacity for administrative work. The ideal candidate will possess exceptional organizational skills and understand the importance of administrative and office management excellence.

Requirements

Proactive and detail-oriented professional with prior experience supporting senior managers.
Minimum of 3 years of work experience in an administrative or executive assistant role in a fast-paced environment.
Ability to represent the Milken Institute professionally to external parties, including senior business executives and program officers, with courtesy and tact.
Calm and collected demeanor suitable for high-level multi-tasking and coordination.
Understanding of confidentiality is essential.
Ability to write concise business emails.
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).
Team-oriented individual who seeks out tasks and assists colleagues to ensure goals, requirements, and deadlines are achieved.
Willingness to provide on-site support at select events on nights or weekends.
Eagerness to take on new responsibilities and challenges.
Systematic thinker and fast learner, capable of working with minimal supervision.
Ability to effectively prioritize and respond promptly to internal and external communications.
Eligible to work in the United States.
Must submit a resume and cover letter.

Nice To Haves

Bachelor's degree preferred.
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, including scheduling meetings, understanding priorities, organizing in-person meetings and calls, and suggesting venues.
Arranging complex domestic and international travel itineraries.
Maintaining contacts, ensuring lists are up to date, understanding contact priority, and interfacing with senior individuals.
Managing emails, tracking threads, identifying action items, and communicating outstanding tasks.
Reporting and managing expenses.
Providing administrative support for relevant events, including coordinating meeting schedules and maintaining invitee lists and attendee bios.
Managing phone and email inquiries and communications.
Interacting positively with all levels of the organization and supporting multiple team members.
Conducting research on potential panelists and discussants for Milken Institute events.
Sharing general office management support duties with the Executive Assistant team.
Acting as back-up to other Executive Assistants, as needed.
Performing duties as assigned.