• Assistant to the Vice President (Job ID: 2019-1953)

    Posted Date 2 months ago(1/9/2019 11:22 AM)
    Program
    Metropolitan Policy Program
    Job Function
    Administrative
    Job ID
    2019-1953
    Salary
    Commensurate with experience.
  • Overview

    The Assistant to the Vice President provides administrative support for the vice president & director of the Brookings Metropolitan Policy Program (Metro). Primary responsibilities include calendar management, travel arrangements and expense processing. The assistant also collaborates with research, development, and communications teams to ensure the VP has the information needed when meeting with stakeholders and staff. 

    Responsibilities

    Scheduling and Travel (60%)

    • Serves as central point of contact for internal and external requests to the VP’s office. Works with VP and Deputy Director (DD) to process and priorize requests.
    • In coordination with VP and DD, manages the VP’s daily schedule; processes all internal and external requests for meetings and speaking engagements with guidance from VP and deputy director.
    • Maintains key peer-level relationships across Brookings and with external key audiences to support effective calendar maintenance.
    • Works with communications, development, and other teams to schedule media interviews, funder stewardship, speaking engagements, and other special events.
    • Oversees out-of-town speaking and meeting requests.
    • Collects and organizes briefing materials for meetings and travel. Prepares daily briefing packet and schedule.
    • Organizes and arranges travel, including coordinating with program external relations departments to identify opportunities to schedule meetings with key civic leaders, local elected officials, funders, and scholars.
    • Provides local partners necessary contact and background information and assistance in order to execute travel logistics.
    • Also provides scheduling and logistics support for meetings of Metro’s Deputy Director and executive team.

     

    General Program and Events Support (20%)

    • Meets on a regular basis with Metro teams (communications, development, network engagements, etc.) to gather information on demands for the VPs’ time, organizes and prioritizes requests for VP’s and DD’s review.
    • Maintains key address, contact, distribution lists, and activity tracking in Salesforce database system, for those contacts that are most relevant to the VP’s work.
    • Supports the management team as requested by the DD to schedule meetings, take notes, circulate summaries and next steps, and distribute internal documents, memos and articles.
    • Schedules and coordinates with events staff on internal and off-site Metro meetings as requested by the VP or DD, including bi-monthly executive team meetings, senior staff and all-staff retreats, and other periodic events.
    • Coordinates necessary logistics for events attended by VP (general meetings, roundtables, speakers, and conferences).
    • Proactively tracks status of VP’s priorities and projects, as requested.
    • Attends meetings to take notes or minutes, as requested.
    • Maintains archive of event discussants and event materials.

    Administrative Support (20%)

    • Maintains daily phone log; handles or appropriately refers all requests for information.
    • Helps manage the flow of information (paper and electronic), commitments, and tasks for the VP on a daily basis, keeping track of deadlines and documents.
    • Ensures appropriate and timely follow-up on internal and external requests for information or action.
    • Performs administrative duties including expense/travel reimbursements, purchase card reconciliations, check requests.
    • Distributes internal documents, memos, and articles as requested by VP or DD.
    • Maintains correspondence and files, both written and electronic.
    • Coordinates ITS and facilities issues for the VP’s office.

    Qualifications

    Education/Experience Requirements:

    Bachelor’s degree preferred; associate’s degree required. Minimum three years’ experience providing scheduling and special assistance. 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. Work experience in a fast-paced public or nonprofit sector office (e.g., government, non-profit, or policy/political organizations) strongly preferred.

    Knowledge/Skills Requirements:

    Knowledge of Outlook; working knowledge of MS Word and Excel and OneNote required; capacity to learn other types of software programs. Familiarity with internet research; strong organization and sophisticated interpersonal skills. Excellent professional writing skills are required. Professional demeanor and work ethic, and ability to maintain a positive attitude and work well under pressure. Mature judgment, discretion, and poise are required. Ability to function both autonomously and in close collaboration with others, organize work, determine priorities, and take initiative are also required.

     

    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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