Executive Assistant, Global Programming

MILKEN INSTITUTE•Washington, DC

3d•$36 - $39•Hybrid

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.

Requirements

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 multi-tasking 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.
Comfortable working in multicultural environments and with international organizations.
An attitude of "no job is too small," and an attention to detail that ensures quality outcomes for our team and external partners.
Eagerness to take on new responsibilities and challenges.
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).
Willingness to provide on-site support at select events on nights or weekends, as needed.
Eligible to work in the United States.
Authorized to work in the U.S. is a precondition of employment.

Nice To Haves

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.

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.