MILKEN INSTITUTE
Business Support Assistant
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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.
The Milken Institute’s events and programmatic activities, involve the exchange of ideas with leaders from around the world. The Institute hosts more than 200 events each year, with our annual flagship event, Global Conference, bringing together 4,500+ participants from around the world, featuring more than 900+ speakers throughout 200+ sessions over the course of the event.
About the Position
The Milken Institute is seeking a Business Support Assistant to provide administrative, executive, and operational support across the London office. This is a varied and hands-on role supporting our growing team and helping ensure the smooth and effective running of the office.
The successful candidate will provide diary and expense support, coordinate travel for teams, assist with event logistics and provide on-site support at events.
This is an opportunity to become a key player in an entrepreneurial and dynamic organisation involved in some of the most important global issues. The ideal candidate will be highly organised, proactive, and detail-oriented, with excellent judgement and a genuine willingness to support colleagues wherever needed.
Attention to detail, diligence, time management, discretion, proactivity, and the ability to work across time zones are key to success in this position.
Responsibilities
Administrative Support
- Provide diary management and administrative support to the SLT, including scheduling meetings, processing expense reports and managing competing priorities
- Coordinate travel arrangements, including flights and accommodation for Directors and wider teams
- Assist with annual budget preparation and tracking, working with relevant colleagues to ensure expenditure is accurately recorded.
- Assist the Office Manager with day-to-day office operations and ad hoc office management requirements
- Assist with organizing office events, team lunches and other seasonal initiatives that contribute to a positive team culture
- Order and manage office stationary, kitchen supplies, and marketing materials.
- Assist with supplier payments, invoice processing, and credit card reconciliation.
- Work effectively across international time zones and with colleagues in other Milken Institute offices
- Provide flexible, hands-on support across teams and take ownership of tasks through to completion
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Event Support
- Support with the planning and organisation of UK and European events
- Assist with event logistics, including venues, suppliers, materials, guest requirements and event schedules
- Support RSVP and attendee management, including maintaining accurate guest information
- Provide on-site event support, including set-up, registration, coordination with suppliers and troubleshooting during events
- Work collaboratively with internal teams and external stakeholders to ensure events run smoothly
- Be willing to support occasional evening and early morning events when required
- Duties as assigned
Qualifications
- Entrepreneurial spirit and mentality, essential given we are a satellite location
- Team-oriented individual who proactively seeks out tasks and assists colleagues to ensure goals, requirements and deadlines are achieved
- An attitude of “no job is too small”, with excellent attention to detail and a commitment to creating positive experiences for internal and external stakeholders
- Ability to work confidently with people at all levels of the organisation and provide effective support to multiple team members
- Strong organisational, interpersonal and communication skills
- Willingness to provide on-site support at select events on evenings or occasionally on weekends, or work across time zones, when needed
- High proficiency in Microsoft Office, particularly Word, Excel, Outlook and PowerPoint
- Technically savvy, with experience using CRM systems such as Salesforce and/or event platforms such as Cvent advantageous
- Proactive approach with the confidence to take ownership and use initiative
- Ability to work collaboratively in a dynamic, international team environment
Working Conditions & Travel Requirements
This position will work in a professional office environment on a hybrid schedule consisting of three (3) days per week reporting in-person to the London office location (Tuesday – Thursday), with the remaining two (2) days working remotely. Please understand, this schedule is subject to change at the Institute’s sole discretion.
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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 Kingdom. Please note, we are not sponsoring visas at this time, being authorized to work in the United Kingdom is a precondition of employment.
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 a CV 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 CV and cover letter will be rejected.
Our Culture
The Milken Institute is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, colour, 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
- Contribution towards private medical insurance
- Private Pension
- Paid Time Off (25 days per year plus UK bank holidays)
- Statutory Family Leave (Maternity & Paternity)
- Training & Development:
- LinkedIn Learning – over 15,000 classes offered, self-guided.
- Mentor Program
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