Cross Practice Executive Assistant

Los Angeles

What We Do

The mission of the Berggruen Institute (BI) is to ask questions and develop foundational ideas about how to reshape political and social institutions in a transforming society. We work across cultures, disciplines, and political boundaries to engage great thinkers in developing and promoting long-term answers to the biggest challenges of the 21st Century.

Our Values

  • Respect the human dignity of all
  • Cultivate future-oriented solutions
  • Inquire with an open mind
  • Build a collaborative environment
  • Invest in people and relationships

Cross Practice Executive Assistant

The Berggruen Institute is seeking a high performing, experienced executive assistant to support the Cross Practice team. The Cross Practice Executive Assistant will be a strong business partner and primarily provide high-level administrative support to the Berggruen Institute’s Vice President of Operations, and Chief of Staff.This position will serve as a liaison and support to the board of directors and other internal senior managers and will be organizing and coordinating executive outreach and external relations efforts. They will also be overseeing special projects pertaining to this work. The executive assistant must be creative and enjoy working within a fast-paced, dynamic work environment, and have an interest in the work of the Institute. The ideal candidate is highly proactive, a quick thinker, demonstrates excellent judgment in diverse situations, possesses strong written and verbal communication skills, coupled with exceptional administrative and organizational abilities. This individual can effectively manage multiple priorities while maintaining a balanced and realistic approach to achieving goals.

As the Berggruen Institute’s executive assistant, you will lead support to both internal and external parties with a high level of professionalism and represent the organization in a manner that reflects positively to both internal and external audiences.

This full-time position is based in the Los Angeles Office, and will be required to be in office during the designated schedule. Currently we operate in the office on Mondays, Tuesdays, and Thursdays weekly.

Key Areas of Responsibility

  • Comprehensive Calendar & Inbox Management: Oversee multiple inboxes and complex calendars, ensuring appointments and meetings are efficiently scheduled and conflicts are minimized. Draft, proofread, and respond to professional communications on behalf of both the Vice President of Operations and Chief of Staff.
  • Proactive Problem-Solving: Flag emerging issues before they escalate, proposing thoughtful solutions. Anticipate the needs of the executives, as well as the other staff at the institute, and provide options to facilitate smooth decision-making.
  • Special Projects: Assist with various ad-hoc projects, offering research support and organization to keep things on track and help drive key initiatives forward.
  • Process Optimization & Efficiency: Identify opportunities to streamline workflows and implement systems that maximize time and efficiency of executives. Maintain forward-looking strategies to keep tasks on track.
  • Expense + Budget Management: Track and reconcile expenses for business expenditures of executives. Ensures timely submission of reports and adherence to tracking budget requirements.
  • Travel Coordination: Arrange both personal and business travel, managing itineraries, accommodations, and all necessary logistics. Ensure smooth travel experiences by anticipating potential issues and proactively resolving them.

Required Experience & Skills

  • Bachelor’s degree required
  • Minimum of 5+ years of C level executive assistant experience. Project management experience is a requirement.
  • Excellent communication and interpersonal relationship-building skills
  • Practiced in managing multiple calendars and priorities at once
  • Possess a deep knowledge of systems and how to utilize them to better streamline planning, calendar management, and travel arrangements
  • Confident working independently as well as within a team dynamic, and possess a high degree of emotional intelligence.
  • Familiarity with collaborative platforms such as Slack, Asana, Google Suite, and other tools to drive execution of projects, deliverables, and events

The Institute provides employees with:

  • Hybrid office work model
  • Exceptional 401k plan
  • Health, dental, and vision
  • PTO, sick, and holiday pay
  • Cell phone reimbursement
  • Pet-friendly workplace
  • Snacks and gourmet coffee

The hiring range for this position is $90,000 - $110,000+ per year commensurate with experience.

Please email the cover letter and resume to careers@berggruen.org. No phone calls please.

---

Berggruen Institute is a proud equal opportunities workplace. We firmly believe employing a diverse workforce is important regardless of race, religion, color, national origin, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender, gender identity, gender expression, transgender status, sexual stereotypes, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. We also consider qualified applicants with criminal histories, consistent with applicable federal, state and local law. Berggruen Institute is committed to providing reasonable accommodations for candidates with disabilities in our recruiting process. If you have a disability or special need that requires accommodation, please let us know.