Program Assistant AIET Job ID 2025-3616

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