Program Assistant (Job ID: 2023-3173)

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 Governance Studies program at Brookings is dedicated to analyzing policy issues, political institutions and processes, and contemporary governance challenges. Our scholarship identifies areas in need of reform and proposes specific solutions with the goals of: improving the performance of the national government; informing debate; and providing policymakers with expert analysis and ideas to ensure better institutional governance. 

Position Location: This position is hybrid. Hybrid positions combine regular in-person presence at our Washington, DC office with the option of at least two days of remote work each week.  

Vaccine Policy: Brookings requires all staff  to submit proof of complete vaccination against COVID-19 to be in Brookings buildings.   

Individuals that (i) have a qualifying medical condition that contraindicates a COVID-19 vaccination, or (ii) who object to being vaccinated based on a sincerely held religious belief, may request a reasonable accommodation.  Brookings policies on masks and other pandemic mitigation measures will continue to be informed by DC and CDC guidelines.    

Ready to contribute to Brookings success? 

The Program Assistant supports the administrative needs of Governance Studies (GS) and the program’s Interim Vice President (VP). This includes providing a variety of day-to-day administrative tasks under the guidance of the Program Manager and the operations team, including scheduling interviews and internal events, general office management, and assisting with accounts payables and invoicing. The Program Assistant also provides project management support to and proactively manages scheduling and meeting preparation for the Vice President on all internal and external events, activities, travel, commitments, and deadlines.

Program Administrative Support (45%)

• Works with Program Manager to ensure that program facilities and equipment are well-maintained and that common work areas are kept stocked and tidy; Orders supplies and ensures staff requests for assistance and supplies from other parts of Brookings are met promptly; works quickly to resolve issues.
• Works with Program Manager to organize internal program events; Assists with monitoring, organization, and scheduling of GS public areas and conference rooms.
• Coordinates and schedules interviews for staff recruitments.
• Maintains and update organizational charts, checklists, and contact lists. 
• Assists Program Manager with preparation of Affiliate paperwork and onboarding and departure processes for new hires and interns; Assists interns with timesheet questions.
• Works with Program Manager to prepare and maintain up-to-date welcome and orientation materials for all staff and affiliates
• Serves as a secondary Program liaison to Information Technology Services (ITS): Troubleshoots issues and ensures that ITS requests are responded to promptly; attends ITS meetings, as needed.
• Coordinates office moves and maintenance requests related to GS space and common areas.  Responds to facilities requests from staff.
• Serves as Safety Marshall and coordinates with other GS Safety Marshalls to ensure that staff is properly informed of all current safety and evacuation procedures.
• Assists with special projects and other ad-hoc administrative needs

Administrative Support for the Vice President (45%)

• Provides administrative support to the Vice President of Governance Studies, including calendar management and travel arrangements, and responding to internal and external program requests and media inquiries.
• Schedules and coordinates internal and off-site meetings as requested by the VP or Managing Director, including recurring staff meetings and other periodic events.
• Prepares talking points and background research to prepare Vice President for internal and external meetings.

Financial Administration (10%)

• Reviews, prepares, processes, tracks, and maintains appropriate documentation for all non-routine expenditures, including contract payments, and invoices.
• Assists staff with use of travel and expense reimbursement system (Concur)
• Monitors accounts payables and invoicing, ensures timely and accurate payment of invoices and contract payments, following up with central accounting as necessary.
• Processes journal entries as requested by Finance Manager.
• Supports the Finance Manager to ensure all timesheets are submitted correctly, and on time.

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 preferred; high school diploma required. Minimum three years’ experience providing scheduling and administrative assistance. A successful candidate will have professional experience that demonstrates professionalism, strong organizational skills, an ability to perform and prioritize multiple tasks seamlessly and with exceptional attention to detail.  Work experience as an assistant in a fast-paced office environment strongly preferred. Must be authorized to work for any employer in the U.S.

Knowledge/Skills Requirements: 

Strong attention to detail; excellent organizational, communication, and customer-service skills; Mature judgment, discretion, and ability to handle confidential information. Must have strong Microsoft Office skills, experience conducting research over the Internet, and ability to learn other types of software programs. Must be flexible and capable of working in a fast-paced environment with shifting and competing priorities.  Ability to function both autonomously and in close collaboration with others, organize work, determine priorities, and take initiative are also required.

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. Please note: if you have applied to more than one Brookings job opening you should add a position-specific cover letter as a separate attachment. 

Successful completion of a background investigation is required for employment at Brookings. 

Brookings welcomes and celebrates diversity in all its forms.  We welcome applications that reflect a variety of backgrounds based on ideology, race, ethnicity, religion, gender, sexual orientation, gender identity or expression, disability, veteran status, first generation college goers, and other factors protected by law. Brookings is proud to be an equal-opportunity employer that is committed to promoting a diverse and inclusive workplace.