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Executive Assistant to the Vice President, Brookings Metro
2 months ago
Position Overview:
The Brookings Institution, a leading nonprofit public policy organization, is dedicated to conducting thorough research that fosters innovative solutions to societal challenges at various levels. Our mission encompasses a wide array of public policy issues, including economics, foreign relations, governance, and metropolitan strategies.
Work Environment:
This role operates in a hybrid format, combining in-person engagement at our Washington, DC office with flexible remote work options.
Key Responsibilities:
1. Scheduling, Travel, and Administrative Support (50%)
- Act as the primary contact for all inquiries directed to the Vice President's office, ensuring timely responses and effective communication.
- Coordinate and manage both internal and external meetings, including routine staff gatherings and special events.
- Maintain an organized calendar for the Vice President, ensuring all commitments are accurately reflected.
- Prepare the Vice President for meetings by providing necessary materials, including agendas and briefing documents.
- Collaborate with various teams to arrange media engagements, speaking opportunities, and other significant events.
- Handle travel arrangements, including itinerary preparation and expense reimbursements.
- Assist with email and phone communications on behalf of the Vice President, and welcome visitors to the office.
- Build and maintain professional relationships across the organization and with external stakeholders.
- Manage contact lists and track activities relevant to the Vice President's work.
- Ensure the Vice President's IT needs are consistently met.
- Attend meetings to document notes or minutes as required.
- Handle sensitive information with utmost confidentiality.
2. Program/Project Support (50%)
- Serve as the system administrator for the Metro's CRM platform, providing training and support to staff.
- Assist in executing special projects for senior leadership, ensuring effective communication and task management.
- Provide additional administrative support as needed, including backup for other team members.
- Monitor the progress of the Vice President's projects and provide management support as necessary.
- Coordinate the Metro's Brown Bag series and other staff engagement activities.
- Draft correspondence and prepare various documents as required.
- Manage conference room schedules and maintain organized public areas.
- Create visual materials for presentations using various software tools.
- Perform other duties as assigned.
Qualifications:
To excel in this role, candidates should embody the values of collegiality, respect, and diversity. The following qualifications are preferred:
- A bachelor's degree or equivalent experience.
- A minimum of three years in a similar administrative role, preferably in a fast-paced environment.
- Proficient in Microsoft Office Suite, with advanced skills in Outlook, Excel, and PowerPoint.
- Experience with CRM systems, particularly Salesforce, is advantageous.
- Strong organizational skills and attention to detail.
- Excellent written communication abilities.
- Ability to manage multiple priorities and work both independently and collaboratively.
- Discretion and professionalism when handling confidential information.
Additional Information:
The Brookings Institution offers a comprehensive benefits package, including health, dental, and vision coverage, along with generous time off and flexible work arrangements. We are committed to fostering a diverse and inclusive workplace.
