Executive Assistant to the Senior Vice President of Finance and Chief Operating Officer (Job ID: 2023-3198)

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 (EO) moves the Brookings mission forward by supporting and guiding the research programs, external affairs, and business operations of the Institution.  The EO consists of the President’s office and the President's support team and aims to communicate regularly and transparently with Brookings staff about what’s happening at the institutional level. 

Position Location: This position is hybrid. Hybrid positions combine regular in-person presence at our Washington, DC office. As a close collaborator and advisor to the Senior Vice President of Finance and Chief Operating Officer (SVP), direct in person and frequent conversation, and informal dialogue are important and beneficial. Therefore, the Executive Assistant is expected to routinely work on-site with the SVP from Brookings’s D.C. office 3 days per 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 Executive Assistant to the Senior Vice President of Finance and Chief Operating Officer (SVP) partners with the SVP to provide the administrative and business process support required for the effective functioning of their office. The Executive Assistant coordinates with internal and external stakeholders to process, distribute, and prioritize incoming requests for the SVP’s time, provides value-add management of the SVP’s calendar, including ensuring the SVP has the information needed to ensure effective meetings and events. Also manages travel arrangements and expense processing; coordinates special projects as directed, and proactively solves logistical and/or process challenges on behalf of the SVP.

Daily Executive Administrative Support (50%)

• Act as a gatekeeper and gateway to the SVP and COO (“SVP”), working closely with internal and external stakeholders to successfully plan and arrange the SVP’s activities.
• Manage and maintain the SVP’s calendar. Schedule all appointments, meetings, and events, while coordinating related logistics.
• Keep the SVP informed of upcoming commitments and responsibilities, following up appropriately. Ensure the SVP is given and reviews all necessary materials in preparation for meetings and other activities, and that he remains on track for activities and events that occur during the day.
• Build and nurture key relationships across Brookings and with external audiences to provide a bridge for smooth communication with the SVP’s office. Demonstrate leadership in all interactions to maintain credibility, trust, and support. Maintain the utmost discretion and confidentiality for the work of the Office of the SVP.
• Attend and provide administrative support for meetings led by the SVP and take minutes. Circulate meeting materials in advance to attendees. Track follow-up items.
• Handle the SVP’s expense records and submit expense reports.
• Timely notify the SVP of issues or concerns that arise, using sound judgement to suggest solutions and/or opportunities. When necessary, draft initial responses for the SVP’s review and may be primarily responsible for distributing the message/response.

Priority Management & Coordination (50%)

• Maintain frequent contact and work closely to coordinate the goals of the SVP with his direct reports.
• Work closely with the Office of the President of the Institution as the SVP report directly to the Brookings President.
• Prioritize conflicting needs, handling matters expeditiously and proactively. Follow-through on projects to successful completion, often with deadline pressures.
• Manage and ensure appropriate and timely follow-up on internal and external requests for information or action.
• The SVP Chairs various committees at the Institution and the Executive Assistant is a key participant in making certain that materials, agendas, timelines, and ongoing communication are all coordinated and are timely with applicable committee members.
• Create Word, sophisticated PowerPoint and Excel presentations, charts, and reports with a strong attention to accuracy and detail. Update and maintain document templates. Ensure that materials and presentations to internal stakeholders, Board of Trustees, Board of Trustees committees, and other groups are prepared and distributed in a timely manner.
• Successfully complete critical aspects of deliverables with a hands-on approach, including drafting correspondence, and other tasks that facilitate the SVP’s ability to effectively lead.
• Undertake other duties and special projects as directed.

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: 

Qualifications Bachelor’s degree or an equivalent combination of education and experience required. Minimum five years of related professional administrative work experience that includes experience in providing scheduling and special assistance to executive level staff of an organization/office. Must be authorized to work for any employer in the U.S.

Knowledge/Skill Requirements:

Demonstrated ability to deploy high-level judgement, discretion, and hold confidentiality. Ability to think ahead and plan proactively in a dynamic, evolving environment. Ability to lead with curiosity to attain the information and perspectives required to produce deeply value-add work. A tactful and mature demeanor with ability to interact with all levels of internal and external stakeholders, especially deploying excellent written and oral communication skills. Acute attention to detail and relentless commitment to follow-through. Strong project management skills; self-starter; cooperative and flexible. A demonstrated ability to work independently as well as with a team. Superior desktop personal computer skills, including Office 365, with advanced Outlook skills, required. Experience with enterprise software tools or applications (SharePoint, CRM, ERP/finance software, etc.) highly preferred. 

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.