• Assistant to the Executive Vice President and Vice President and Chief of Staff (Job ID: 2019-2123)

    Posted Date 4 days ago(11/8/2019 11:06 AM)
    Program
    Executive Office
    Job Function
    Administrative
    Job ID
    2019-2123
    Salary
    Commensurate with experience
  • Overview

    Join one of the most influential, most quoted and most trusted think tanks!

    The Brookings Institution is a nonprofit public policy organization based in Washington, DC. Our mission is to conduct in-depth research that leads to new ideas for solving problems facing society at the local, national and global level.

     

    We bring together leading experts in government and academia from all over the world, rooted in open-minded inquiry and representing diverse points of view, who provide the highest quality research, policy recommendations, and analysis. Research topics cover a full range of public policy issues in economics, foreign policy, development, governance and metropolitan policy.

     

    With fair and transparent business practices, clear communication, mutual respect, and a collaborative atmosphere that offers both professional and personal development opportunities, Brookings offers an inclusive and welcoming workplace that values the efforts of all contributors.

     

    The Executive Office at Brookings oversees the research and operations of the Institution.

     

    Responsibilities

    Ready to contribute to Brookings success?

     

    The Assistant to the Executive Vice President (EVP) and Vice President and Chief of Staff provides executive, committee, and development support. The executive support entails scheduling and coordinating the EVP’s meetings, including collecting relevant information in advance of the meetings and carefully managing the EVP’s time and activities. The Assistant manages standing committees organized by the EVP by collecting relevant background materials, crafting agendas, taking careful notes at the committee meetings, drafting action items on short notice after each committee meeting, and tracking and ensuring that committee members follow through on their action items. The Assistant also coordinates the EVP’s travel, in particular for development-related travel and assist with fundraising activities. The Assistant to the EVP also provides scheduling support to the Vice President and Chief of Staff.

     

    Executive Vice President Support (60%): 

    • Manage and maintain the EVP’s calendar; organizes and schedules daily and long-term activities and meetings.
    • Proactively anticipates needs of the EVP to provide information and materials for meetings or speaking engagements, including background research on interests and possible overlay with Brookings work and talking points for speaking engagements.
    • Keep EVP informed of items that arise throughout the day: use judgment to suggest solutions and or/opportunities. Manage and ensure appropriate and timely follow up on internal and external requests for information or action/ Maintain a “to do” list and meet regularly with EVP to manage and determine priorities
    • Schedules and coordinates the EVP’s travel arrangements, which includes suggesting and requesting priority meetings with individuals and companies, developing itineraries and handling logistics, and assembling of travel packets with briefings and other background materials. Prepares travel expense forms for reimbursement.
    • Coordinates and drafts letters, informal notes, meeting requests, and other correspondence. When appropriate, responds to queries and requests for information on the EVP’s behalf.
    • Serves as EVP’s liaison to programs and business units; receives, screens, and places calls on behalf of the Executive Vice President; receives staff and visitors to the Executive Vice President’s office.
    • Proactively contributes to communication within and between the Executive Office and the larger Brookings community.
    • Manages and organizes biweekly staff lunches for the EVP; this includes identifying staff members across Brookings, coordinating logistical arrangements, handling post-meeting follow up as needed.
    • Reviews and aggregates materials requiring the EVP’s approval.
    • Assists with drafting speeches, working with relevant staff to provide talking points and draft language.
    • Coordinates necessary logistics for public and private events as requested (general meetings, roundtables, speakers, and conferences).
    • Conducts light research assistance, including locating and summarizing existing literature, updating tables and charts, and creating and updating presentations of EVP’s research.
    • Assists EVP and other EO staff with additional special projects and initiatives as assigned.

     

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

    • Manages and maintains VP, Chief of Staff calendar daily. Schedules all appointments, meetings, travel arrangements and conferences while coordinating related logistics as needed.
    • Keeps VP and Chief of Staff informed of items that arise throughout the day: uses judgement to suggest solutions and/or opportunities. Manage and ensure appropriate and timely follow up on internal and external requests for information or action.
    • Anticipates needs of the VP and Chief of Staff for meetings, including creating agendas, documents and other necessary materials. Ensures the VP, Chief of Staff sees and reads all necessary materials to prepare for meetings.
    • Receives, screens, and places phone calls on behalf of VP, Chief of Staff.

    Committee and Development Support (10%) 

    • Supports standing committees led by the EVP (e.g., Senior Management Team; Steering Committee) by collecting relevant background materials, crafting agendas, taking careful notes at the committee meetings, drafting action items on short notice after each committee meeting, and tracking and insuring that committee members follow through on their action items.
    • Supports the EVP’s fundraising portfolio and Board engagement, in coordination with the Development office.
    • Supports the coordination of fundraising activities and trips for the EVP.

    Qualifications

    Ready to make an impact? In this role, you will support Brookings values of collegiality, respect, inclusion, diversity and community, and bring the following qualifications:

     

    Education/Experience Requirements:

    Bachelor’s degree or an equivalent combination of education and experience required. Minimum three years of professional administrative work experience providing scheduling and special assistance to executive level staff of an organization/ office. Demonstrated ability to work with senior level executives, both internal and external. Understanding of business management preferred. Must demonstrate strong verbal and written communication skills, with complete fluency in written and spoken English. Experience using Microsoft Office Suite required. Must be legally authorized to work for any employer in the U.S. 

     

    Knowledge/Skills Requirements:

    Excellent written and oral communication skills; Highly organized individual with particular attention to detail. Ability to set priorities, exercise judgment, manage important relationships, provide timely and concise information, and ensure that the EVP is well-prepared for speeches, events, and meetings. Must be able to simultaneously juggle multiple projects with competing priorities, and work under short deadlines. Ability to maintain confidentiality and handle privileged information in a discreet and confidential manner.

     

    Additional Information:

     

    What can we offer you? Brookings provides a generous benefit package that is comprehensive and includes both traditional benefits and unique offerings.

     

    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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