Executive Assistant, Foreign Policy

Posted Date 2 weeks ago(3/8/2018 9:45 AM)
Foreign Policy
Job Function
Research Project Management
Job ID
Commensurate with experience.


The Executive Assistant provides complex, high-level administrative support for the Vice President of the Foreign Policy program, with primary responsibility for managing the VP’s extremely active calendar, including all internal and external scheduling, activities, travel, commitments, and deadlines. The Executive Assistant also coordinates and schedules some FP-wide meetings.


Scheduling, Calendar, Travel, and Administrative Support (85%)

  • Proactively manages the Vice President’s extremely active and complex calendar.
  • Works with internal and external stakeholders to schedule meetings for VP and arranges meeting logistics.
  • Prepares a daily folder for the VP and ensures that all necessary documents, including relevant talking points, timelines, briefings, bios, and resumes, are present and in order.
  • Maintains awareness of and helps discern priorities for the VP’s daily agenda, and adjusts his daily schedule to match priorities.
  • Works closely and effectively with the VP to keep him well informed of upcoming commitments, responsibilities, and schedule changes. Proactively helps VP follow daily agenda.
  • Provides “gatekeeper” role, regulating direct access to the VP's time and office.
  • Handles and coordinates confidential information with complete discretion.
  • Arranges all details of the VP’s busy travel schedule, including scheduling meetings, developing itineraries and agendas, securing necessary travel documents, and making travel arrangements. Coordinates VP’s travel planning with FP Development staff, as necessary. Assembles and tracks travel expenses and reimbursements.
  • Handles large volume of email, mail, and phone calls, greets and receives visitors and staff; serves as VP office liaison with FP and Brookings, responds to requests from other programs and administrative staff.
  • Follows up on contacts made by the VP and supports ongoing cultivation of relationships.
  • Screens media calls and email inquiries for VP; serves as primary contact on behalf of VP to senior U.S. and foreign government officials and members of media.
  • Maintains and follows up on financial records for VP purchase card and check requests; communicates regularly with financial staff on details of reimbursements and expenses.
  • Drafts and maintains correspondence, memoranda, and other material for VP; proofreads and edits correspondence that is sometimes confidential; maintains electronic and paper files for all VP commitments.
  • Proactively contributes to communication within FP (e.g. provides Web Manager with VP publications).
  • Ensures that the VP’s information technology (IT) needs are met on a consistent basis. Updates password records and all necessary documents to ensure that IT related connectivity and systems integration issues are resolved.
  • Manages the office administrative support functions of the VP’s office; ensures supplies and equipment are in place and working.


Program Administrative and Events Support (15%)

  • Schedules and coordinates internal and off-site FP meetings as requested by the VP, including bi-monthly Management Committee meetings, annual Senior Staff Retreat, and other periodic events.
  • Coordinates necessary logistics for events requested by VP (general meetings, roundtables, speakers, and conferences).
  • Proactively tracks status of Vice President’s priorities and projects, as requested.
  • Attends meetings to take notes or minutes, as requested.
  • Maintains archive of event discussants and event materials.


Education/Experience Requirements:


A bachelor’s degree is required. A minimum five years of relevant professional experience is required, including scheduling assistance to executive level staff and a history of implementing best practice administrative assistant systems. Must demonstrate strong verbal and written communication skills, with complete fluency in written and spoken English. A successful candidate will have professional experience that demonstrates strong organizational skills and an ability to perform and prioritize multiple tasks seamlessly and with exceptional attention to detail. Must have experience handling confidential information with discretion, dealing with various competing demands with poise, and demonstrating the highest level of support and response. Experience using Microsoft Office suite is required.  Must be currently authorized to work for any employer in the U.S. Familiarity with international affairs and public policy is preferred. 


Knowledge/Skills Requirements:

Proven ability to manage a senior-level executive’s calendar, daily activities, and travel is required. Proven ability to independently understand and implement an executive’s priorities is preferred. A high level of interpersonal skill is required to handle confidential situations and high-level contacts.  A combination of superior attention to detail and demonstrated poise, tact, flexibility, and diplomacy is required to deal with fluid scheduling demands and a large volume of details. Excellent professional writing skills are required. Professional demeanor and work ethic, and ability to maintain a positive attitude and work well under pressure with discretion and mature judgment, are required. Ability to function both autonomously and in close collaboration with others, organize work, determine priorities, and take initiative are also required. Candidates must be detail- and service-oriented, flexible, discreet, trustworthy, and dependable and be accustomed to an executive support role. 



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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