Assistant to the Vice President and Director

2 weeks ago
Program
Global Economy and Development
Job Function
Administrative
Job ID
2017-1636
Salary
Commensurate with experience

Overview

The Assistant to the Vice President and Director* for the Global Economy and Development program (Global) provides administrative support for the Interim Vice President and Director, including all internal and external scheduling, executing day-to-day functions, and managing the Interim Vice President and Director’s activities and commitments. The Assistant to the Vice President and Director coordinates the annual Brookings Blum Roundtable on Global Poverty (BBR), and provides assistance for other special projects and to Global’s Development Assistance and Governance Initiative (DAGI) team.

 

*This position currently reports to the Interim Vice President and Director and will transition to supporting the Vice President and Director, once hired.

 

More information about the Brookings Global Economy and Development program can be found here: https://www.brookings.edu/program/global-economy-and-development/

 

 

Responsibilities

Daily Scheduling Management and Organizational Prioritization for Office of the Vice President (40%)

 

  • Arranges and coordinates the Interim Vice President and Director’s daily schedule and calendar; handles all incoming queries and requests for meetings, speaking engagements, media interviews, etc.
  • Organizes local and travel itineraries and logistics; prepares expense reimbursements for Interim Vice President and Director.
  • Keeps Interim Vice President and Director informed of items that arise throughout the day; uses judgement to suggest solutions and/or opportunities.
  • Prepares briefing and other materials for meetings, conferences and presentations.
  • Distributes internal documents, memos, and articles to appropriate institution, senior, and program staff.
  • Drafts letters and memoranda for Interim Vice President and Director’s review.
  • Serves as interface, throughout the institution, for internal organizational matters on behalf of Interim Vice President and Director
  • Manages the flow of information and tasks for the Interim Vice President and Director, on a daily basis, to ensure timely attention to the Interim Vice President and Director’s commitments; maintains list of current projects, invitations and commitments, with status, for Interim Vice President and Director; meets regularly with Interim Vice President and Director, to manage and determine priorities.
  • Screens all phone calls for Interim Vice President and Director; appropriately refers all requests for information.
  • Maintains e-mail correspondence, electronic, and hard copy filing systems for Interim Vice President and Director.

  

Special Projects (40%)

 

Coordinates with DAGI scholars in collaboration with the Global Communications team and other Global Economy and Development program staff to manage the planning, organization, and logistics of the annual Brookings Blum Roundtable on Global Poverty, which takes place in Aspen, Colorado. Responsibilities include but are not limited to:

 

  • Researching potential participants, with a focus on developing world actors, with relevant expertise, who have not been previously represented.
  • Drafting invitations and discussion questions.
  • Working with other Brookings departments and outside vendors, obtaining and coordinating external contracts for services, as needed.
  • Serving as liaison with hotel, caterers, and other vendors; maintaining files on external vendors, service estimates, and fulfillment of service payments.
  • Managing and tracking conference participation, and travel arrangements.
  • Planning supporting events, in Aspen, in addition to Roundtable sessions (e.g. reception and interviews with Brookings scholars and participants).
  • Leading and coordinating internal planning meetings.
  • Making arrangements for travel, hotel and site (reservations, audio-visual needs, seating, remote participant support, catering, etc.)
  • Liaising between the offices of high-level participants, donors, internal Brookings/Global staff, and Brookings vendors.
  • Providing on-site event assistance in Aspen, Colorado.
  • Synthesizing research and assisting with drafting and/or editing of agenda, conference policy briefs, and final conference report.
  • Preparing and distributing event materials and making arrangements for event transcription.
  • Executing post-event responsibilities (thank you notes for speakers, publication of event transcript, event summaries for post-event webpages).

  • Manages book projects; corresponds with multiple contributors, plans authors’ workshops, proofreads, and copy-edits, as needed.
  • Manages and assists with other special projects, as assigned by the Vice President.

 Other Administrative Support (20%)

 

  • Supports DAGI events and activities, as needed, including making travel and hotel arrangements for DAGI scholars, as needed.
  • Processes expense reimbursements for DAGI scholars.
  • Coordinates and manages publications and outreach mailings on behalf of the DAGI team.
  • Works with Web Content and Digital Media Manager to oversee content of project specific web pages.
  • Other duties as assigned.

Qualifications

Education/Experience Requirements:

 

Bachelor’s degree required, master’s degree preferred. Minimum of three years of relevant work experience including providing administrative assistance to a C-level or other high-levl executive, and large event coordination required. Work experience in public sector office (e.g., university, government, non-profit, or policy organizations) and a second language preferred. Interest in international development or economic policy desirable.

 

Knowledge/Skills Requirements:

 

Excellent verbal and written communication skills. Excellent organizational and computer skills, including Microsoft Office. High-level of comfort and familiarity with scheduling software and with performing administrative/logistical tasks. Ability to pay close attention to detail, with a high degree of accuracy. Well- organized and responsive in timely fashion when executing tasks. Ability to multi-task and meet multiple deadlines in a fast-paced work environment. Professional demeanor and work ethic. Ability to work well under pressure, with discretion and mature judgment, while managing confidential/sensitive information and liaising with high-level contacts. Cooperative attitude and flexibility. Demonstrated ability to work effectively as a part of a team.

 

Additional Information:

 

Brookings requires that all applicants submit a cover letter and resume. Please attach your cover letter and resume as one document when you apply.

 

Successful completion of a background investigation is required for employment at Brookings.

 

Brookings is an equal-opportunity employer that is committed to promoting a diverse and inclusive workplace. We welcome applications from all qualified individuals regardless of race, color, national origin, gender, sexual orientation, age, religion, physical or mental disability, marital status, veteran status, or other factors protected by law.

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