Executive Assistant

Michelson Philanthropies

1 month 4 weeks ago

Los Angeles

Administrative

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Job Summary

Michelson Philanthropies (MP) is comprised of private operating foundations that create opportunities and support underserved communities through grantmaking, impact investing, advocacy and programmatic activities. With 50 employees based primarily in greater Los Angeles, our foundations, Michelson Medical Research Foundation, Michelson Found Animals Foundation, Michelson 20 Million Minds Foundation, and Michelson Center for Public Policy and International Affairs, focus on medical research, animal welfare, education, criminal justice reform, intellectual property, and other issues. Our goal is to create sustainable and scalable solutions to challenges in California and beyond. Our headquarters feature creative office suites adjacent to Culver City and in Downtown Los Angeles.

 

With generous support from co-chairs Alya and Gary Michelson, Michelson Philanthropies is a well-funded organization that takes pride in bringing together great minds from diverse backgrounds to foster sustainable, scalable, replicable solutions to massive problems. Our culture and work environment sets us apart from traditional nonprofits and inspires our talented team to create innovative ideas and solutions for complex programs and initiatives.

 

Position Summary

The Executive Assistant position will report to the Executive Director (ED).  Serving as the “right hand” to our ED, acting as a gatekeeper to the ED’s schedule and supporting a range of projects and processes within the business. This is an excellent opportunity to learn, as you will get broad exposure to different aspects of the organization. The Executive Assistant will play an integral part in coordinating the day to day activities for both the ED, Chief Operating Officer, and provide support for other members of the MP leadership team. You will be responsible for everything from email communication with internal and external stakeholders, calendar & travel management, expense reports, event planning, and other strategic tasks and projects. The foundation is currently operating on a hybrid schedule with primarily in-office and occasional remote work. This position is based in Los Angeles and in-person time in the office is required.

Responsibilities

The Executive Assistant will be responsible for performing the below tasks. While these are the core duties for this role, the Executive Assistant is not limited to only performing what is captured here; we think growth is good. You should too!

  • Support the ED and MP leadership team to ensure seamless execution of plans and avoid scheduling conflicts
  • Optimize ED's schedule with heavy calendar management
  • Provide administrative support to COO and other members of the MP leadership team
  • Coordinate internal and external meetings for multiple executives
  • Manage, organize, and safeguard confidential material, displaying the utmost level of discretion and ethical standards
  • Organize and track expenses, generate reports, and file reimbursement requests for ED and COO.
  • Attend executive meetings, build meeting agendas, take notes and minutes, and identify action items and follow-ups. 
  • Provide strategic administrative and project management support
  • Ability to manage Executive events and book travel and logistics 
  • Build relationships with key stakeholders in ED’s internal and external network; represent ED in a professional manner
  • Coordinate executive projects and gather status updates
  • Assist with strategic planning and budget preparation as needed
  • Maintains up-to-date contact lists for ED
  • Create ad hoc PowerPoint or Google Slides presentations
  • Engage in industry research and events registration as directed
  • Help organize and review incoming material, providing notes and coverage on submissions and project drafts
  • Responds to requests from internal and external sources with appropriate action using independent judgment
  • Prioritize conflicting obligations and needs, independently and proactively carry out projects to completion on tight deadlines
  • Additional duties may include event planning/coordination, as well as industry relations
  • Troubleshoot general/basic technical issues for ED and coordinate with IT support to resolve issues 
  • Occasionally provide front desk backup support and other office support needs to the finance department and other program areas.

Qualifications

Successful candidates for this role will have a mix of the below experience, education, and skills. We are flexible in considering your background but want to ensure that you have the tools to thrive! Please review and make sure that your skill set aligns with:

  • Bachelor’s Degree and/or related field or equivalent work experience and education that provides the necessary knowledge, skills, and abilities to perform the essential functions of this position
  • 5 -7 years of professional experience in fields including but not limited to office management and operations with at least 3 years supporting C-level executives
  • Experience with Google Suite (gmail, docs, sheets, slides) 
  • Experience with Microsoft office (word, excel, powerpoint, outlook)
  • Project and event management experience

Capabilities:

  • Exceptional organizational and time management skills, with the ability to prioritize and multitask with competing deadlines simultaneously, working effectively and efficiently to provide quality service delivery. 
  • Creative, detail-oriented, and resourceful, with excellent follow-through skills, and able to complete assignments in a timely, accurate manner.
  • Ability to use utmost discretion in handling sensitive/confidential information.
  • Experience and confidence as an effective communicator who demonstrates excellent verbal, written, and presentation skills (including proofreading and editing); exhibits astute interpersonal skills and diplomacy
  • Flexibility and the ability to adapt to changing business needs
  • A willingness to manage ambiguity, knowing that we don't yet have all the answers but are committed to finding them
  • Energetic, enthusiastic, and comfortable pushing back and saying “no” to others when necessary. 
  • Ability to both work independently and take a highly collaborative approach to your work
  • Maintain a positive, team player attitude and demonstrate ease in working with multiple and diverse stakeholders
  • Basic IT troubleshooting skills required
  • Have experience working in a fluid environment, can pivot easily, and capable of making decisions with minimal guidance·
  • Curious to learn and love driving projects forward! There’s no challenge you’ve met yet that you haven’t figured out.
  • Must enjoy working within a smaller organization that is innovative, mission-aligned, and results-driven. 

Essential Functions:

  • Regularly lift and/or move up to 15 lbs
  • Occasionally lift and/or move up to 20 lbs
  • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Salary & Benefits

We know our people are our most important asset. So, in addition to a competitive salary, exceptional colleagues, and the fulfillment of working with an organization literally making the world a better place; all full-time employees are eligible to participate in MP’s benefits program:

·       Health, Dental & Vision Insurance

·       Life & Long-term Disability

·       FSA

·       401(k) + match

·       Paid Holidays and more! Professional development opportunities, team building, and sabbatical to name a few.

Equal Opportunity Hiring Statement

Michelson Philanthropies is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

How to Apply

Please upload your resume at the link provided.