Executive Assistant

Executive Assistant

About the Center for the Future of Aging

The Center’s mission is to improve lives and strengthen societies by promoting healthy, productive, and purposeful aging. To accomplish this mission, the Center:

  • Evaluates policies and practices, innovative models, and potential solutions to enhance health, well-being, and opportunity across the lifespan. 

  • Elevates awareness by convening and partnering with influential decision-makers and media leaders to change the perception and motivate action. 

  • Advocates for change in the public and private sectors to ensure a better future for today’s older adults and for generations to come.
     

Position Summary

The Milken Institute is seeking an Executive Assistant (EA) to support the Institute’s Center for the Future of Aging Senior Director. 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. 

This position will report to the Senior Director of the Center for the Future of Aging. Also, the EA will broadly support the Center for the Future of Aging team in an administrative capacity. The ideal candidate will have an interest in public policy, as well as an interest in working with colleagues and external partners from diverse backgrounds. 
 

Responsibilities

  • Arranging complex domestic and international travel itineraries. For example, it is common for the Senior Director to travel to multiple cities or countries in one trip, sponsored by one or more different parties.  

  • Organizing and maintaining the busy calendar of Senior Director. This includes scheduling meetings and calls with multiple participants, understanding priorities, organizing in-person meetings and calls, suggesting venues, arranging catering, and the like;

  • 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.  Keep ing track of emails that require future action, knowing and being able to communicate what is pending at all times.

  • Reporting and managing expenses.

  • Providing programmatic support for all program events, including maintaining invitee lists and bios for participants in stakeholder workshops and roundtables with policymakers 

  • Managing phone and email inquiries and communications.

  • 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
     

Skills and Qualifications

  • Experience: An organized 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. 

  • Effective Oral and Written Communication Skills: The ability to write concise, business emails is essential, as is the ability to converse professionally with multiple stakeholders on the phone. We expect an attitude of "no job is too small," an attention to detail that ensures quality outcomes for our team and external partners. Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint); CRM or Salesforce experience a plus

  • 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. 
     

Salary Range and Other Benefits 

  • Competitive salary

  • Health, dental, vision, and retirement benefits

  • Opportunities for advancement and promotion based on performance

  • Office in excellent Washington, DC, location 
     

Application Process

Note: 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 your resume as well as a professional cover letter that demonstrates your suitability for this position (both required). All application 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.

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