Operations Coordinator, Office of the General Counsel (Job ID: 2023-3207)

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 Office of the General Counsel supports the work of the Institution through facilitating the legal and ethical pursuit of its objectives, managing legal issues when they arise, and serving as a resource to Brookings stakeholders.  

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 Operations Coordinator, Office of the General Counsel (Coordinator) is responsible for project management of department priorities as well as policy and compliance support across a wide range of important Institution-wide topics. The Coordinator has department-wide project responsibilities, including coordinating OGC’s preparation for Board and Committee meetings and serving as OGC’s liaison to other functions such as Finance and Technology. The Coordinator also provides executive administrative support to OGC, including internal and external scheduling and assisting the General Counsel (GC) in strategically planning time and activities.

General Counsel and Department Administrative Support (35%)

• Strategically manage and maintain GC’s calendar, contacts and email on a daily basis.  Schedule appointments, meetings, and conferences while coordinating related logistics as needed.  Ensure calendar coordination with other members of OGC.
• Maintain a “to do” list and meet regularly with GC to manage and determine priorities.
• Ensure that GC has necessary materials to prepare for meetings.
• Maintain GC’s written correspondence and email through paper and electronic filing system, as requested.
• Manage and ensure appropriate and timely follow up on internal and external requests for OGC information or action.
• Prepare meeting agendas, documents, and other necessary materials.
• Update and maintain document templates. Ensure that OGC materials are prepared and distributed or posted in a timely manner.
• Schedule and arrange all OGC staff travel, including: registration, transportation and lodging and submission of travel reimbursement forms.
• Manage office supplies and equipment.
• Receive staff and visitors.  Screen and distribute all incoming mail and faxes to appropriate staff for action.

Department Coordination and Project Management (35%)

• Support the OGC’s work with Brookings’s Board of Trustees and Board (and non-Board) Committees, including creating and distributing materials and information to Committee members.
• Serve as designated liaison for Finance and Brookings Technology.
• Manage and maintain OGC staff engagement and metrics, including staff engagement goals, organizing regular team activities and events, planning the annual legal team retreat, and OGC metrics.
• Assist with implementing procedures to increase departmental collaboration and efficiency.
• Maintain a list outlining the status of departmental projects and prompt staff on upcoming deadlines.
• Manage and track departmental expenses, process engagement letters and invoices, and verify procurement card charges.
• Manage department meetings and events, including agenda setting and scheduling.
• Support implementation of OGC priorities through collaboration and coordination with other departments and programs
• Support OGC recruiting and staff onboarding efforts.

Policy Support, Education, and Compliance Coordination (30%)

• Support Brookings’s Conflict of Interest annual disclosure process on a day-to-day basis, including managing correspondence,  monitoring platform functionality, enrollment, tracking submissions, and report compilation.
• Manage logistical support for OGC training sessions, including scheduling, coordinating usage on Brookings’s enterprise resource platform and generating regular compliance reports and updates.
• Assist and/or manage the design, creation, and distribution of OGC educational materials and resources such as videos, PowerPoint presentations, or other media as needed.
• Support OGC records management as well as compliance with Brookings Records Management Policy & Retention Schedule.
• Facilitate cross-institutional communication by posting OGC announcements on departmental intranet pages and internal Brookings’s newsletters.
• Manage and maintain OGC-related intranet workspaces, such as OGC and Policy pages, including uploading articles, events, and documents.
• Support, as necessary, Senior/Paralegal with visas, including reviewing visa submissions.
• Monitor and track legal-regulatory developments as needed in support of departmental activities.

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 relevant work experience that includes a minimum of two years supporting executive level staff.  Work experience in a fast-paced, professional work environment; a demonstrated ability to work with senior-level executives; ability to work on independent projects; superior desktop personal computer skills (Microsoft Word, Excel, Access and Outlook including the calendar feature, Word, PowerPoint, etc.) required. Experience with Workday platform highly preferred, and experience with collaboration, enterprise, project management and compliance tools or applications (SharePoint, MS Project, Office 365, NAVEX, etc.) highly desirable. Experience in a legal department/law firm, and/or professional services firm or nonprofit organization preferred. D.C. notary a plus.  Notary certification a plus. Must be authorized to work for any employer in the U.S.

Knowledge/Skill Requirements:

Excellent written and oral communication skills; acute attention to detail; relentless commitment to follow-through; tech savvy with an ability to learn Workday and other systems; A tactful and mature demeanor with ability to interact with all levels of internal and external stakeholders; demonstrate a commitment to Brookings values of collegiality, respect, inclusion, diversity and community; high degree of professionalism with discretion and the ability to maintain confidentiality of highly sensitive information; comfortable performing administrative/logistical coordination tasks; strong project management and delegation skills; ability to think ahead and plan proactively;  excellent organization and coordination skills with a high commitment to customer service; ability to multitask and meet multiple deadlines and work well under pressure with discretion and mature judgment and ability to prioritize between competing interests; self-starter; cooperative and flexible; a demonstrated ability to work independently as well as with 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. 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.