• Staff Assistant

    Posted Date 4 weeks ago(4/24/2018 1:38 PM)
    Program
    Executive Office
    Job Function
    Administrative
    Job ID
    2018-1742
    Salary
    Commensurate with experience
  • Overview

    The Staff Assistant is responsible for providing day-to-day administrative office support to the Executive Office. This includes support to the President, VP, Chief of Staff and Deputy Chief of Staff. This position reports to the VP, Chief of Staff and has a dotted line to the Deputy Chief of Staff.

    Responsibilities

    Administrative Support to the Executive Office of the President (70%)

    • Varied administrative duties in support of the day to day operations of the Office.
    • Assist the Deputy Chief of Staff with scheduling and travel for the President
    • Maintain President’s Outlook contacts, coordinating with colleagues in the Executive Office and the Development Office to update as needed.
    • Reserve rooms, book catering, take notes, draft meeting materials, collect RSVPs and other correspondence related to internal and external meetings and events.
    • Under supervision, manage signature and paper flow to president's desk.
    • Handle large volume of mail and phone calls.
    • Assist with the maintenance of written and electronic office files.
    • Assist with additional special projects and initiatives as assigned.
    • Perform reception duties, such as greeting and receiving staff and visitors, directing telephone calls to staff, receiving deliveries, arranging for deliveries and distributing mail.
    • Code and reconcile Procurement cards, organize receipts and route Travel Expense Reimbursements forms, and prepare any petty cash, check/reimbursement requests on behalf of all Executive Office staff. Communicate regularly with Brookings financial staff on details of reimbursements and expenses.
    • Orders and maintains office supplies, organizes and stocks supplies, takes inventory of supplies and replenishes in a timely manner.
    • Serves as a timesheet modifier for the office when needed to submit timesheets on behalf of staff and make adjustments.
    • Serve as ITS Liaison for the Executive Office, attending meetings and coordinating with EO staff as needed.
    • Assist Development Office staff with administrative duties during annual Board meetings. Duties include, printing nametags, reconciling RSVP lists, arranging phone calls with participants.
    • Assist with logistical support for important events or large meetings including material compilation, event choreography, note-taking or scheduling.
    • Act as a back-up to the Assistant to the Executive Vice President as needed. This includes answering phones, responding to emails and event scheduling assistance.

    Administrative Support to the Vice President, Chief of Staff (30%)

    • Calendar maintenance, scheduling; plan and coordinate travel, events and meetings.
    • Update the VP, Chief of Staff’s ongoing task list
    • Support and coordinate projects
    • Receive, screen, and place phone calls
    • Administer the flow of documents requiring approval and signature
    • Create, organize, and maintain accurate written and electronic office files office files relevant to the VP, Chief of Staff responsibilities
    • Receive staff and visitors to the Executive Office

    Qualifications

    Education/Experience Requirements: Bachelor’s degree required. Minimum one year of administrative and/or organizational experience required in a fast-paced environment. Experience providing scheduling and special assistance to senior level staff preferred. A background in a research, policy, or academic setting is preferred.

    Knowledge/Skills Requirements: Excellent administrative support skills including organizational skill and a high level of attention to detail and follow-up.  Strong interpersonal, verbal and written communication skills with the ability to interact with senior level executives, both internal and external.  Excellent computer skills and knowledge of the full suite of Microsoft tools.  Mature judgement, flexibility and ability to maintain confidentiality of highly sensitive information. Ability to multi-task and support a small team work. Must be eligible to work for any employer in the U.S

    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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