Program Assistant (Job ID: 2025-3616)

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 Brookings Institution’s Artificial Intelligence and Emerging Technology (AIET) Initiative aims to advance good governance of transformative new technologies. By producing rigorous research and bringing together leaders from across the technology and policy communities, the Brookings AIET Initiative strives to promote effective solutions to the most pressing challenges posed by A.I. and emerging technology. 

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.

Please Note: This position is included in the staff bargaining unit, Brookings United, affiliated with the IFPTE Local 70 union, and is covered under the terms of the collective bargaining agreement. 

Ready to contribute to Brookings success? 

The Project Assistant provides administrative, project coordination, and research support to the Director and Assistant Director and other scholars of the AIET Initiative. The Assistant is responsible for supporting the overall coordination and day-to-day functions of the Office of the Director.

Project Assistance (45%)

Supports the Director, Assistant Director, and/or AIET scholars in collaboration with Institution and program staff in special project coordination and/or event planning as needed. Responsibilities include but are not limited to: 

Office Coordination and Communication

• Manages the flow of information and tasks for the Director, on a daily basis, to ensure timely attention to commitments. Maintains list of current projects, invitations and commitments, with status; meets regularly with Director to manage and determine priorities.
• Helps respond to requests for information and follow up from meetings.
• Prepares briefing and other materials for meetings, conferences and presentations; drafts talking points for the Director as needed.
• Distributes internal documents, memos, and articles to appropriate institution, senior management, and program staff.
• Drafts letters and memoranda for the Director’s review.

General Project Assistance

• Closely monitors and adjusts project timelines and work plans, communicates upcoming deadlines and priorities, and works closely with other members of the team to ensure smooth, on-schedule implementation of project activities.
• Works with designers and communications team on preparation of reports, presentations, and other project communication pieces.
• Serves as a project liaison and note-taker for meetings, convenings, workshops, and other program related internal and external conversations.
• Tracks and submits project expenses.
• Other administrative duties as assigned.

Events

• Writes summary documents; briefing memos; media summaries; blogs; reports on forums, symposia, and conferences; compiles abstracts, summaries, and analyses of books and articles relevant to event preparation.
• Researches potential participants, drafts invitations, tracks RSVPs., and staffs in-person events.
• Collaborates with other Brookings departments and external vendors, obtaining and coordinating contracts for services in consultation with Central Finance.
• Manages travel arrangements, completing travel expense reimbursement requests.
• Liaises between the offices of high-level participants, donors, internal Brookings staff, and Brookings vendors.
• Prepares and distributing event materials and making arrangements for event transcription.
• Executes post-event responsibilities (thank you notes for speakers, publication of event transcript, event summaries for post-event webpages).

Scheduling and Calendar Management (30%)

• Maintains the Director’s calendar and coordinates daily scheduling. Receives all incoming queries and requests for meetings, speaking engagements, media interviews, etc.
• Organizes local and travel itineraries and logistics; prepares expense reimbursements for the Director.
• Supports the Director’s priorities by keeping her informed of items and/or conflicts that arise throughout the day which affect her schedule; uses judgement to suggest solutions, prioritization, and/or opportunities.

Research Assistance (25%)

• Assists with the research, drafting, editing, and/or proofreading of briefing documents, project reports, concept notes, and other internal and external written research documents.
• Supports research, review, compiling, and processing and visualizing data and information on AI and emerging technology-related themes, including but not limited to open-source AI models, cybersecurity implications of frontier AI systems, global governance of AI, government adoption of AI systems, AI’s impact on democratic processes and the information environment, and model risk evaluations.
• Supports content development for blogs and other communications pieces, and drafts or contributes to communications pieces under the guidance of other team members.
• Monitors and summarizes current events, debates, policy analysis, and research related to AI and emerging technology.
• Other research assistance duties as needed.

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 in a social science discipline, public policy, public administration, computer science, or other relevant field required.   Strong academic record. Minimum of one years of relevant work experience (inclusive of internships) providing quantitative and qualitative research support, and providing administrative support to an executive, director or VP.  Experience participating in and managing meetings and events.  Work experience in non-profit, public sector, academia, or policy organization preferable.

Knowledge/Skill Requirements

Knowledge of and keen interest in AI and tech policy issues required. High degree of cultural sensitivity and comfort level working in an office environment with diverse staff in research and operational roles. Excellent verbal and written communication skills.  High degree of organizational and prioritization skills, attention to details, and efficiency in scheduling and managing calendars.    Proficiency in Microsoft Office 365 apps, such as Excel, Outlook, and SharePoint, and virtual meeting platforms, such as Zoom or MS Teams, required.  Proficiency in R or Python  strongly preferred.    Ability to multi-task and meet multiple deadlines in a fast-paced work environment.  Professional demeanor and work ethic, ability to work well under pressure with discretion and mature judgment, while managing confidential/sensitive information and liaising 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. Our comprehensive benefits package includes medical, dental, and vision benefits, generous time off, and workplace flexibility. For more information, please visit Brookings Benefits.   

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.