Salary Range: $51,975-$75,075
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 MI Health
Milken Institute, Health (MI Health) bridges innovation gaps across the healthcare continuum to advance whole person health throughout the life span by aligning on healthy aging, public health, medical research, and food systems. Collectively, the work of MI Health acknowledges the vital relationship among the intersection of health fields and addresses common and cross-cutting challenges to achieve exponential impact and transform health for all.
About the Position
The Milken Institute is seeking an Executive Assistant (EA) to support four senior leaders and a senior director of operations at MI Health. The position would provide administrative expertise, coordinate operational processes, and oversee office management duties for MI Health.
This is an exciting career opportunity for someone with intellectual curiosity, a strong work ethic, a drive to achieve, and a capacity for administrative work of all kinds. The EA will join a team committed to addressing national and global health challenges through advancing systems that are innovative, patient-centric, and future focused. The ideal candidate will have an interest in public health, health policy, and healthcare as well as an interest in working with colleagues and external partners from diverse backgrounds. They will be energetic, resourceful, a self-starter, detail-oriented, and trustworthy. This position will report to the Senior Director of Operations, MI Health.
Responsibilities
The EA role is critical to the efficiency and effectiveness of MI Health by providing administrative, operational, and office management support that includes, but is not limited to, the following activities:

• Arranging domestic and international travel itineraries.
• Owning and maintaining calendars. This includes scheduling meetings, understanding priorities, organizing in-person meetings and calls, and suggesting venues.
• 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.
• Managing email. Knowing how to find and track email threads from various initiatives; keeping track of emails that require future action; knowing and being able to communicate what is outstanding at all times.
• Reporting and managing expenses and directing vendor invoices to the appropriate MI offices.
• Preparing expense reports and credit card reconciliation.
• Managing phone and email inquiries and communications.
• Providing programmatic support for program events, including maintaining invitee lists and bios for participants in stakeholder workshops and roundtables and managing email communications.
• Drafting and formatting information for internal and external communication, including emails, reports, and short PowerPoint presentations, with direction of manager.
• Coordinating, with guidance, operational activities and tasks across MI Health related to staff and leadership meetings, MI Health events, and standard operating procedures.
• Supporting and monitoring MI Health office needs, including taking inventory, ordering supplies, and maintaining the organization of shared spaces.
• Interacting positively with all levels of an organization, including a desire and ability to support multiple team members.

Skills and Qualifications

• Experience: A proactive and detail-oriented professional with prior experience supporting senior managers required. A minimum of two 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 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.

• Writing: The ability to write concise, business emails is essential, as is the ability to converse professionally with multiple stakeholders on the phone. We also are looking for someone who is comfortable working in multicultural environments and with international organizations. We expect an attitude of "no job is too small" and an attention to detail that ensures quality outcomes for our team and external partners.

• 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 minimal 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 (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. This person will also be required to travel occasionally to other offices and/or venues to assist with events as needed, requiring occasional work outside of traditional hours. 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
We are interested in qualified candidates who are eligible to work in the United States. Please note, we are not sponsoring visas at this time, being authorized to work in the U.S. is a precondition of employment.
This position will work a hybrid schedule consisting of four (4) days per week reporting in-person to your respective office location (Monday - Thursday), with working remotely Friday. Please understand, this schedule is subject to change in the Institute's sole discretion.
The statements herein are intended to describe the overall 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 resume and cover letter illustrating how your experience and skills will contribute to the department and any unique qualities you bring to the position. If applying via Indeed, please upload your resume and any supporting documentation as one attachment. Any application that does not include both a resume and cover letter will be rejected . If you are unable to complete this application due to a disability, contact our Human Resources department to ask for an accommodation or an alternative application process.
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 Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity & Paternity)
• Short-Term & Long-Term Disability
• Flexible Spending Account (FSAs)
• Training & Development:
  1. LinkedIn Learning -over 10,000 classes offered, self-guided.
  2. Mentor Program
• Wellness Resources:
  1. Employee Assistance Program
  2. CALM app membership