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Senior Assistant to the Vice President and Chief Development Officer (Job ID: 2024-3400)

Program
Development
Job Function
Administrative
Posted Date
2 months ago(2/14/2024 4:42 PM)
Job ID
2024-3400
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 Office of Development manages the Trustees, institutional partnerships, leadership giving, the International Advisory Council, the Brookings Council, the Brookings Society, and overall fundraising strategies for the Executive Office and Institution at large.

 

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 and visitors 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.   

Responsibilities

Ready to contribute to Brookings success?

 

The Senior Assistant to the Vice President and Chief Development Officer serves as the primary point of contact for all internal and external constituencies for the Vice President and Chief Development Officer (CDO)’s office. Provides administrative and project support to the CDO, managing and coordinating meeting agendas and scheduling, booking and managing all travel, tracking projects and deliverables, supporting the CDO’s activities and engagement efforts related to the Board of Trustees, Executive Committee, Development Committee, and high-level donors, and ensuring optimal communication flow within and outside the Institution. Works closely with Central Development’s senior management team and the Executive Office (EO) and their support staff to coordinate efficient and effective operations of the CDO’s office and EO’s Development activities.

 

 

Daily Coordination & VP Office Management  (80%)

  • Manages and maintains the CDO’s calendar, contacts, and email, coordinates the daily and long-term schedule, schedules all appointments, meetings, and conferences, and manages all related logistics as needed. 
  • Keeps the CDO appropriately informed of items requiring attention. Uses judgement to anticipate needs and proactively suggest solutions and/or opportunities. Meets regularly with the CDO to manage and determine priorities. 
  • Ensures the CDO is prepared for donor and staff interactions, including creating agendas, managing the briefings process for all EO donor meetings, providing other substantive background information as needed, and organizing materials.  
  • Assists with drafting, reviewing, and editing of correspondence, meeting notes, memoranda, agendas, and other materials for the CDO and EO and disseminates information as appropriate, including sending communications under the CDO’s name. 
  • Creates Word, Power Point, and Excel presentations, charts, and reports to generate analyses and maintain tracking systems. 
  • Administers the flow of documents requiring approval and signature by the CDO, EO, and Trustee stakeholders, including routing multi-million-dollar gift proposals via established protocols. 
  • Serves as the CDO’s liaison to EO, Vice Presidents, and all other staff as well as to donors.  
  • Receives, screens, and initiates or responds to mail, email, and phone communications on behalf of the CDO and receives staff and visitors to the CDO’s office.  
  • Prioritizes, follows up, and tracks action items addressed to the CDO, including those of sensitive or confidential nature. Uses judgment to determine appropriate course of action, referral, or response. Ensures timely follow up on internal and external requests for information or action. 
  • Prepares agendas, takes notes, and participates in Central Development, All Development, and Program and Central Senior Management team meetings.  
  • Organizes and maintains the CDO’s paper and electronic files. 
  • Prepares travel arrangements and itineraries for the CDO including logistics, materials preparation, liaising between offices, information gathering, booking, procurement card and per-diem resolution, and ensuring timely follow up.  
  • Manages monthly procurement card tracking, use management, financial coding, and expense forms reimbursement. 
  • Provides data entry support for the CDO including entry of fundraiser activity and readouts in NXT 
 
Special Projects Management & Executive Office Coordination  (20%) 
  • Manages projects related to fundraising efforts for the presidential research priorities including the coordination of research and development staff across the Institution. 
  • Serves as a key liaison and stakeholder for intra- and inter-department projects relating to the CDO including with Development Services, Central Fundraising, Program Development, Business Units, and Research Programs.  
  • Partners closely with EO to coordinate all aspects of the President’s Development activities including trip/meeting planning, select Development correspondence, and RE NXT entry. 
  • Coordinates and maintains Development activity, next steps, and donor correspondence for the CDO and EO and ensures timely follow up and advancement. Track EO tasks and deliverables relating to Trustee strategy and outreach. 
  • Maintains the highest sense of confidentiality in all necessary matters. Monitors, reviews, and prepares correspondence that may be of sensitive nature. 
  • With the Senior Coordinator, Board Development, ensures that materials and presentations to internal committees and programs, Board of Trustees, Development Committee, and other groups are finalized and distributed in a timely manner. 
  • Works with appropriate staff on the implementation of a comprehensive online giving program, legacy giving program, and email/direct mail giving program. 
 

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 relevant work experience that includes a minimum of 2 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, PowerPoint, Outlook) required. Experience in a Development office and/or nonprofit organization preferred. Experience working with high-net-worth individuals is strongly preferred. Must be authorized to work for any employer in the U.S.

 

Knowledge/Skills Requirements: 

 

Excellent administrative, organizational, computer, and communication skills (including excellent grammar, spelling, proofreading, and editing skills) is required.  Must have acute attention to detail and commitment to follow-through, be discreet, dependable, and work quickly while coordinating a variety of tasks simultaneously. A tactful and mature demeanor with ability to interact with all levels of internal and external stakeholders; high degree of professionalism and the ability to maintain confidentiality of sensitive information; comfortable performing administrative/logistical coordination tasks; strong project management skills; comfortable working with data; 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; mature judgment and ability to prioritize. Ability to work independently and in close cooperation with others. 

 

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.

 

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