Executive Assistant

The position is based in Washington D.C.

About the Milken Institute and the Center for Strategic Philanthropy

CSP is part of the Milken Institute, which is a globally focused, publicly supported, non-partisan and nonprofit think tank headquartered in Santa Monica, California, with offices in Washington DC, London, New York, Abu Dhabi and Singapore. The Institute’s mission is to build meaningful lives by increasing global prosperity and advancing collaborative solutions that widen access to capital, create jobs and improve health.

We engage with experts, and apply a systems-based approach to uncover bold ideas and new opportunities for philanthropic investments.

We focus in four key issue areas, each making a unique, but cross-cutting impact:

• Advancing medical solutions: Uncovering the ways philanthropy can break down barriers to progress in medical research.
• Building healthier communities: Devising solutions that allow people and communities to thrive.
• Creating robust education models: Advancing a skilled, resilient workforce able to cope with the changing demands of our world.
• Protecting environmental assets: Breaking down silos in conservation causes for the benefit of people and planet.

Executive Assistant Responsibilities and Requirements

The executive assistant role is critical to the efficiency and effectiveness of CSP by providing administrative and operational support for the center, as well as personalized and timely support to CSP leadership. Responsibilities may include:

• Calendar and travel management for Executive Director (ED) and Senior Director (SD)
• Act as the point of contact among executives, employees, clients and other external partners
• Manage information flow across the team and weekly team meetings
• Format information for internal and external communication – emails, reports, presentations
• Preparation of background information for meetings, events and programs
• Preparing expense reports and credit card reconciliation
• Process invoices, payments, and reimbursements
• Manage contracts and agreements
• Inventory tracking and management (computers, phones, etc.)
• Screen and direct phone calls
• Organize and maintain the office filing system
• Orient new hires to key operational processes
• Support events team in participant outreach and audience building

To be successful in this role you should be:

• Well-organized and have great time management skills
• Able to anticipate the needs of the ED and SD, and act without guidance when necessary and appropriate
• Resourceful in executing on tasks and finding solutions when problems arise
• A self-starter that does not need constant supervision and direction
• Open to seeing the big picture that is CSP’s mission and can consistently reflect the values of executives and the organization
• Able to balance more than one project at a time while maintaining focus
• Persistent and committed to diligent follow up
• Trustworthy with sensitive information

Requirements:

• Four-year college degree or 3-5 years of previous experience as an executive assistant;
• Interest in philanthropy and social impact;
• Excellent verbal and written communication skills;
• Demonstrated ability to work with diverse constituencies and through many communication vehicles (email, voice mail, written correspondence, personal meetings, etc.);
• Ability to work well and contribute in a team environment;
• Facility with PC systems and competency/experience with standard software (Microsoft Office, Word, and Excel);
• Demonstrated ability to manage multiple work streams, set priorities, meet deadlines, and work with high degree of accuracy; and
• Personal attitude that includes being outgoing, entrepreneurial, action-oriented, flexible, and willing to adapt to changing situations while maintaining a good sense of humor.

Note: We are interested in every qualified candidate who is eligible to work in the United States. However, we are not able to sponsor visas at this time. Being authorized to work in the U.S. is a precondition of employment.

The statements herein are intended to describe the general nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.

Please submit a cover letter and resume - all applications materials should be attached as PDF files. Any application that does not include both a cover letter and a resume saved as PDFs will be rejected.