Assistant to the Vice President, Brookings Metro

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.

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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.

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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 Metro program delivers research and solutions to help metropolitan leaders build an advanced economy that works for all. To learn more, please visit brookings.edu/metro. Follow us on Twitter at twitter.com/brookingsmetro.

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.

Ready to contribute to Brookings success?

The Assistant to the Vice President proactively manages scheduling and meeting preparation for the Vice President of Brookings Metro (Metro) on all internal and external scheduling, activities, travel, commitments, and deadlines. The Assistant to the Vice President works efficiently with internal and external stakeholders to schedule and arrange meeting logistics and develop background and briefing materials. They will also provide project coordination and administrative support to the program, as directed by the Assistant Managing Director.

Scheduling, Travel, and Administrative Support (50%)

• Serves as central point of contact for internal and external requests to the VPs office, answering questions in a timely way, following up when further information is needed or requested, making scheduling recommendations, and ensuring proactive support of the VP and their priorities.
• Schedules and coordinates internal and off-site meetings as requested by the VP, including recurring staff meetings and other periodic events.
• Evaluates and discusses requests for meetings and engagement with the VP and ensures their calendar is always up to date.
• Ensures that the VP is informed and prepared for all meetings and events, including timing and location, participants, talking points, and briefing materials as necessary.
• Works with communications, development, and other teams to schedule media interviews, funder stewardship, speaking engagements, and other special events.
• Arranges travel and prepares itineraries; processes reimbursements; verifies procurement card charges; collects and organizes logistical and briefing materials for meetings and travel.
• As requested, manages email and phone calls on behalf of the VP, greets and receives visitors and staff, and serves as liaison for the VPs office to Metro and other parts of Brookings.
• Fosters key peer-level relationships across Brookings and with external key audiences.
• Maintains key address, contact, distribution lists, and activity tracking in Outlook and the Salesforce database system, for those most relevant to the VPs work.
• Works with Metro Operations staff to ensure that the VPs information technology (IT) needs are met on a consistent basis.
• Attends meetings to take notes or minutes, as requested.
• Handles and coordinates confidential information with complete discretion.

Program/Project Support (50%)

• Serves as the system administrator for Metros CRM platform (Salesforce), providing guidance and training to Metro staff and serving as liaison to Salesforce and any related consultants.

• Supports the execution of special projects for Metros senior leadership team, under the direction of the VP and Assistant Managing Director, by overseeing the flow of information, commitments, and tasks resulting from the teams weekly meetings.

• Provides additional support across the program on an as-needed basis, including serving as back-up for other administrative staff.

• Proactively tracks status of VPs priorities and projects, and provides project management support as requested.

• Supports the coordination of Metros Brown Bag series.

• Drafts correspondences, composes memos, mailings, and cover sheets as required.

• Assists with Staff Engagement to foster an environment of belonging among all Metro Staff. Supports staff engagement activities including logistics and arranging catering for programs, events, and meetings as needed.

• Assists in managing conference room calendars and keep conference rooms and other Metro public areas neat and organized.

• Designs and creates visual assets for use in presentations, including graphs, tables, and maps using Microsoft Excel and PowerPoint, Adobe Photoshop and/or Illustrator.

• Other duties, as assigned.

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

Bachelors degree preferred, or equivalent combination of education and experience. Minimum three years experience providing scheduling and special assistance. A successful candidate will have professional experience that demonstrates strong organizational skills, an ability to perform and prioritize multiple tasks seamlessly, and with exceptional attention to detail. Work experience as an executive assistant in a fast-paced public or nonprofit sector office (e.g., government, non-profit, or policy/political organizations) strongly preferred. Must be authorized to work for any employer in the U.S.

Knowledge/Skill Requirements

Demonstrated experience using Microsoft Office (MS) Suite, including deep expertise with Outlook, Teams, SharePoint, OneNote, Excel and PowerPoint. Capacity to learn other types of software programs (including CRM/Salesforce) required; previous CRM experience preferred. Ability to manage multiple tasks, set priorities, and adjust to shifting priorities. Excellent professional writing skills and meticulous attention to detail are required. Mature judgment, discretion, poise, and ability to interact with high profile individuals and their designees with confidence are required. Ability to function both autonomously and in close collaboration with others, take initiative, and handle sensitive and confidential information with discretion required.

Additional Information

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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.

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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.

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

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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.