Executive Assistant (Job ID: 2020-2354)

Posted Date 1 week ago(7/27/2020 9:33 AM)
Program
Global Economy and Development
Job Function
Administrative
Job ID
2020-2354
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 Global Economy and Development program, one of the five research programs of Brookings, aims to shape the policy debate on how to improve global economic cooperation and fight global poverty and sources of social stress. 

 

Please note: This position is based in Brookings' Washington, DC office. In response to COVID-19, Brookings staff are temporarily teleworking.

Responsibilities

Ready to contribute to Brookings success?

 

The Executive Assistant to the Vice President and Director, Global Economy and Development, provides administrative and operational support to the Vice President and Director (VPD), strategically plans the VPD’s time and activities, and is responsible for the overall management and day-to-day functions of the Office, the executive assistant serves as a “gatekeeper” to the Vice President and Director. Indirectly supports the program senior team and collaborates with administration, finance, communications and development to ensure the VPD has all information needed when meeting with internal and external stakeholders.

 

Scheduling, Calendar and Travel Management (30%)

  • Serves as central point of contact for the Office. Receives and processes all incoming queries and requests for meetings, speaking engagements, media interviews, etc.
  • Maintains the Vice President and Director’s calendar and coordinates daily  Manages the flow of commitments, ensures the best and most appropriate use of the VPD’s limited time
  • Keeps VPD informed of items and/or conflicts that arise throughout the day which affect his schedule; uses judgement to suggest solutions, prioritization, and/or opportunities. Organizes complex travel itineraries and logistics; prepares expense reimbursements for VPD.
  • 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.
  • Collects and organizes briefing materials for meetings and travel. Prepares daily briefing packet and schedule.

 

Office Management and Prioritization (30%)

  • Serves as point of contact, throughout the institution, for internal organizational matters needing input or involvement of VPD.
  • Manages the flow of information and tasks for the VPD, on a daily basis, to ensure timely attention to his commitments. Maintains list of current projects, invitations and commitments, with status; meets regularly with VPD to manage and determine priorities.
  • Owner of the Office of the Vice President email account
  • Maintains e-mail correspondence, electronic, and hard copy filing systems as well as key contact and distribution lists for Office of the Vice President and Director.
  • Screens all phone calls for VPD and appropriately refers all requests for information.
  • Completes travel expense reimbursement requests for VPD.

 

Communications (20%)

  • Prepares briefing and other materials for meetings, conferences and presentations; drafts talking points for VPD as needed
  • Distributes internal documents, memos, and articles to appropriate institution, senior management, and program staff
  • Drafts letters and memoranda for VPD’s review
  • Attends meetings to take notes or minutes, as requested.

 

General Coordination and Event Planning (20%)

 

Supports the VPD and/or Global scholars in collaboration with the Global program staff in special project coordination and/or event planning as needed. Responsibilities include but are not limited to:  

  • Researching potential participants, drafting invitations and tracking rsvps
  • Collaborating with other Brookings departments and external vendors, obtaining and coordinating contracts for services in consultation with Global Finance
  • Managing travel arrangements and completing travel expense reimbursement requests
  • Liaising between the offices of high-level participants, donors, internal Brookings/Global staff, and Brookings vendors.
  • Preparing and distributing event materials, arranging for event transcription
  • Executing post-event responsibilities (thank you notes for speakers, publication of event transcript, event summaries for post-event webpages).

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:

 

Associate’s or Bachelor’s degree  preferred, high school diploma required.  Minimum of five years of relevant administrative work experience including providing efficient scheduling support and special assistance to an executive, director or VP. Work experience in non-profit, public sector, academia,  or policy organization preferable. Interest in international development or economic policy is a plus, as is experience working, studying, living or traveling abroad. Must be authorized to work for any employer in the U.S.

 

Knowledge/Skills Requirements:

 

High degree of professionalism, tact, cultural sensitivity,  and comfort level working in an office environment with a  diverse staff working in research and operational roles.  Excellent verbal and written communication skills.  High degree of organizational and prioritization skills.  High-level of comfort and efficiency in scheduling and managing calendars.  Proficiency in MS Office and/or Office 365, Outlook, and Sharepoint.  Ability to multi-task, meet multiple deadlines in a fast-paced work environment,  work well under pressure with discretion and mature judgment,  manage confidential/sensitive information, and liaise with high-level contacts.  Cooperative attitude and flexibility.   Demonstrated ability to work effectively as a part of a team.

 

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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