Executive Assistant to the Managing Director, SPARC
About The Position
Milken Institute Strategic Philanthropy SPARC (Science Philanthropy Accelerator for Research and Collaboration) is looking for a proactive and adaptable executive assistant to support portfolio leadership. The role involves managing complex scheduling, handling travel logistics and expenses, helping with prep for meetings and organizing task management. This role requires independence and task-level ownership, as well as flexibility and the ability to work collaboratively. The ideal candidate can handle structured tasks with minimal oversight, while actively learning and applying best practices to support evolving business needs.
Requirements
- Bachelor's degree required; 5+ years of experience in an executive support role or similar support function
- Experience having managed and optimized extremely busy calendars
- Professionalism and Discretion - you understand the balance between transparency and confidentiality
- Detail oriented - set up good systems to manage work with functional skills, like mastery of Asana, bullet-system, etc.
- Exceptional Communication Skills - being able to tailor a message appropriate to a specific audience
- Stays calm under pressure
- Independent task level operator
- Very fluent in Outlook, Word, Excel, PPT, etc. and other modern productivity software, and are excited to learn and use new tools
Responsibilities
- Effectively manage complex schedules, events, and tasks, ensuring all communications are organized and leaders are well-prepared
- Anticipate needs and maintain an efficient workflow
- Excel in sharing information clearly and efficiently, adapting communication styles for different audiences, including internal stakeholders and external partners
- Establish systems to track and log interactions with key external partners, keeping leaders informed and prepared for meetings
- Balance the calendars and priorities, demonstrating prioritization skills and agility in adapting to shifts in priorities, while maintaining accuracy and meeting deadlines
- Operate with minimal oversight, always looking for ways to optimize processes and schedules, and taking initiative to improve efficiency; this includes strategic planning for key events and managing time challenges effectively
- Build strong connections within immediate team and across other departments, becoming a trusted partner to leaders. This includes an understanding of team dynamics, priorities, and stakeholders, facilitating seamless coordination on high-stakes projects
- Duties as assigned
Benefits
- Health Care Plan (Medical, Dental & Vision)
- Retirement Plan - 403b (5% match)
- Life Insurance (Basic, Voluntary & AD&D)
- Paid Time Off (Personal, Vacation, Sick & Public Holidays)
- Family Leave (Maternity & Paternity)
- Fertility Support
- Short-Term & Long-Term Disability
- Flexible Spending Account (FSAs)
- Pet Insurance Discount
- Training & Development: LinkedIn Learning – over 15,000 self-guided classes offered
- Annual Mentor Program
- Wellness Resources: Employee Assistance Program
- CALM app membership
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What This Job Offers
Job Type
Full-time
Career Level
Executive
