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Executive Assistant

3 months ago

Santa Monica, United States MILKEN INSTITUTE Full time

**Hourly Wage**: $32.21 - $34.13
**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.

**About the Position**

**Administrative support includes, but is not limited to, the following activities**:

- 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.
- Reporting and managing expenses.
- Providing administrative support for relevant program events, including coordinating a complex meeting schedule, maintaining invitee lists and bios for participants in workshops, roundtables, policy dinners, and conferences with government policymakers and business executives.
- 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

**Skills and Qualifications**
- ** Experience**: A proactive and detail-oriented professional with prior experience supporting senior managers is required. A minimum of three years of work experience in an administrative or executive assistant role in a fast-paced environment.
- ** Professionalism**: Represent the Milken Institute well to external parties, including 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.
- Team-oriented individual who seeks out tasks when work is completed and assists colleagues to ensure goals, requirements, and deadlines are achieved.
- ** 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 mínimal supervision. The ability to effectively prioritize and respond promptly to internal and external communications is essential.
- 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.
- Willingness to provide on-site support at select events on nights or weekends, as appropriate.

**Working Conditions & Travel Requirements**
- This position will work in a professional office environment. 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**

**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**
- Health Care Plan (Medical, Dental & Vision)
- Retirement Plan - 403b (5%)
- Life Insurance (Basic, Voluntary & AD&D)
- Paid