Executive Assistant to the President (Job ID: 2022-3080) Job at The Brookings Institution
Overview:
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 Executive Office (EO) moves the Brookings mission forward by supporting and guiding the research programs, external affairs, and business operations of the Institution. The EO consists of the President’s office and the President's support team and aims to communicate regularly and transparently with Brookings staff about what’s happening at the institutional level.
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.
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.
This a one-year term appointment with the potential for extension. Responsibilities:
The Executive Assistant to the President partners with the Interim President and the Interim Vice President, Executive Affairs (VPEA) to provide the administrative and business process support required for the effective functioning of the Executive Office. The Executive Assistant coordinates with internal and external stakeholders to process, distribute, and prioritize incoming requests for the President’s time, provides value-add management of the President’s calendar, including ensuring the President has the information needed to ensure effective meetings and events. Also manages travel arrangements and expense processing; provides administrative and calendar support for VPEA, including support for the executive leadership team. In addition, the Executive Assistant to the President works closely with VPEA to manage the Executive Office’s interaction with Brookings functional areas and the broader community; coordinates special projects as directed, including events that originate from the Executive Office; and proactively solves logistical and/or process challenges on behalf of the Executive Office.
Executive Office (EO) Operations Support (25%)
Qualifications:
Education/Experience Requirements:
Bachelor’s degree or an equivalent combination of education and experience required. Minimum five years of related professional administrative work experience that includes experience in providing scheduling and special assistance to executive level staff of an organization/office. Work in a fast-paced, public-sector office (e.g government, non-profit, or policy/political organizations) strongly preferred. Demonstrated ability to work with senior-level executives; ability to work on independent projects; and superior desktop personal computer skills, including Office 365, with advanced Outlook skills, required. Experience with enterprise software tools or applications (SharePoint, CRM, ERP/finance software, etc.) highly preferred. Must be authorized to work for any employer in the U.S.
Knowledge/Skills Requirements:
Demonstrated ability to deploy high-level judgement, discretion, and hold confidentiality; ability to think ahead and plan proactively in a dynamic, evolving environment; ability to lead with curiosity to attain the information and perspectives required to produce deeply value-add work; a tactful and mature demeanor with ability to interact with all levels of internal and external stakeholders, especially deploying excellent written and oral communication skills; acute attention to detail and relentless commitment to follow-through; commitment to Brookings’s values of collegiality, respect, inclusion, diversity and community; strong project management skills; 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.
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 Executive Office (EO) moves the Brookings mission forward by supporting and guiding the research programs, external affairs, and business operations of the Institution. The EO consists of the President’s office and the President's support team and aims to communicate regularly and transparently with Brookings staff about what’s happening at the institutional level.
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.
This a one-year term appointment with the potential for extension.
Ready to contribute to Brookings success?
The Executive Assistant to the President partners with the Interim President and the Interim Vice President, Executive Affairs (VPEA) to provide the administrative and business process support required for the effective functioning of the Executive Office. The Executive Assistant coordinates with internal and external stakeholders to process, distribute, and prioritize incoming requests for the President’s time, provides value-add management of the President’s calendar, including ensuring the President has the information needed to ensure effective meetings and events. Also manages travel arrangements and expense processing; provides administrative and calendar support for VPEA, including support for the executive leadership team. In addition, the Executive Assistant to the President works closely with VPEA to manage the Executive Office’s interaction with Brookings functional areas and the broader community; coordinates special projects as directed, including events that originate from the Executive Office; and proactively solves logistical and/or process challenges on behalf of the Executive Office.
Administrative Support to the President (50%)
- Manages the President’s calendar, including partnering with President and VPEA to implement a scheduling information collection and prioritization system that ensures the timely, accurate, and thoughtful disposition of requests. Oversees the processing of out-of-town and remote external speaking and meeting requests.
- Maintains key peer-level relationships across Brookings’s functional areas and research programs – as well as with external key audiences – to support effective calendar management.
- Collects and organizes briefing materials for daily meetings and travel. Prepares daily briefing packet and schedule.
- Works with Executive Office staff and communications, development, and other functional teams to schedule media interviews, funder stewardship, speaking engagements, and other special events.
- Helps manage the flow of information (paper and electronic), commitments, and daily tasks for the President, keeping track of deadlines and documents.
- In coordination with VPEA, keeps President informed of urgent or timely items as they arise. Proactively suggests solutions and/or opportunities to address pressing items.
- Receives, screens, and places calls on behalf of the President. Handles or appropriately refers all requests for information. Maintains and prioritizes call lists. Receives staff and visitors.
- Organizes and arranges travel for the President and accompanying staff, if any, including working with Brookings’s development staff, other functional areas, and research programs to identify opportunities for the President to support fundraising efforts and/or research program priorities through meetings with key leaders, elected officials, funders, and scholars while on travel.
- Provides external partners with the necessary background information and assistance to execute travel logistics.
- Coordinates the President’s professional board memberships and outside professional activities, as needed.
Executive Office (EO) Operations Support (25%)
- Performs administrative duties in support of the day-to-day operations of the EO.
- Manages and ensures appropriate and timely follow up on internal and external requests for information or action. Maintains a to do list and meets regularly with VPEA to manage and determine priorities.
- Coordinates with Brookings functional areas to ensure timely execution of business processes, including fundraising, finance, HR, and legal. Specifically, tracks and ensures timely response to requests for communications from the President, such as: funder acknowledgements, signatures on legal documents, and board/staff engagment efforts.
- Works with development and other functional areas to manage the executive office’s contributions to, and use of, fundraising, financial, or communications platforms.
- Coordinates with central Brookings and program development staff to keep them informed of the President’s activities.
- Manages weekly meeting to brief and coordinate with President, including agenda setting and scheduling. Takes notes and writes after-action reports.
- At the request of the VPEA, serves as EO representative with internal stakeholders such as DEI Committee, ITS Liaison, staff networks, cross-departmental task forces.
- Undertakes special duties or projects as assigned by the President or VPEA.
Administrative Support to VPEA (25%)
- Provides scheduling and administrative support for VPEA, including support for strategic planning efforts and other special projects.
- Supports effective executive leadership team meetings, including scheduling, note taking, and tracking action items and future agenda items.
- Regularly updates the VPEA on internal and external issues as they arise, or as requested. Manages and ensures appropriate and timely follow up on internal and external requests for information or action.
- Works with VPEA to identify the need for and design and implement process improvements for the Executive Office.
- Keeps VPEA informed of requests for the President’s time and coordinates across the institution to gather information to make recommendations for strategic use of the President’s time.
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 five years of related professional administrative work experience that includes experience in providing scheduling and special assistance to executive level staff of an organization/office. Work in a fast-paced, public-sector office (e.g government, non-profit, or policy/political organizations) strongly preferred. Demonstrated ability to work with senior-level executives; ability to work on independent projects; and superior desktop personal computer skills, including Office 365, with advanced Outlook skills, required. Experience with enterprise software tools or applications (SharePoint, CRM, ERP/finance software, etc.) highly preferred. Must be authorized to work for any employer in the U.S.
Knowledge/Skills Requirements:
Demonstrated ability to deploy high-level judgement, discretion, and hold confidentiality; ability to think ahead and plan proactively in a dynamic, evolving environment; ability to lead with curiosity to attain the information and perspectives required to produce deeply value-add work; a tactful and mature demeanor with ability to interact with all levels of internal and external stakeholders, especially deploying excellent written and oral communication skills; acute attention to detail and relentless commitment to follow-through; commitment to Brookings’s values of collegiality, respect, inclusion, diversity and community; strong project management skills; 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.
Please Note :
apexdining.ca is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, apexdining.ca provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, Site.com is the ideal place to find your next job.