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 indepth 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 openminded 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 Institutions 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 inperson presence at our Washington DC office with the option of two days of remote work each week.

Ready to contribute to Brookings success

The Program 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 daytoday 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 Directors 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 onschedule 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 notetaker 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 inperson 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 highlevel participants donors internal Brookings staff and Brookings vendors.
• Prepares and distributing event materials and making arrangements for event transcription.
• Executes postevent responsibilities (thank you notes for speakers publication of event transcript event summaries for postevent webpages).

Scheduling and Calendar Management 30

• Maintains the Directors 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 Directors 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 technologyrelated themes including but not limited to opensource AI models cybersecurity implications of frontier AI systems global governance of AI government adoption of AI systems AIs 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

Bachelors 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 nonprofit public sector academia or policy organization preferable. Must be authorized to work for any employer in the U.S.

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 multitask and meet multiple deadlines in a fastpaced 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 highlevel 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 positionspecific cover letter as a separate attachment.

Successful completion of a background investigation is 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 equalopportunity employer that is committed to promoting a diverse and inclusive workplace.