Assistant to the Vice President and Program Coordinator (Job ID: 2025-3694)
Assistant to the Vice President and Program Coordinator (Job ID: 2025-3694)
Employer Active
Job Alert
You will be updated with latest job alerts via email
Share
Job Alert
You will be updated with latest job alerts via email
Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
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.
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 Foreign Policy program at Brookings is the leading center of high-quality policy-relevant scholarship advancing actionable solutions to the major challenges to international peace and security. Brookings Foreign Policy scholars and staff draw on their deep expertise to engage in in-depth nonpartisan research and analysis aimed at informing policymakers and the public debate and developing concrete policy recommendations to address the worlds toughest problems.
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.
Responsibilities
Ready to contribute to Brookings success
The Assistant to the Vice President and Program Coordinator proactively manages scheduling and meeting preparation for the Vice President and Director of the Foreign Policy program (VP FP) including all internal and external scheduling activities travel commitments and deadlines. The Coordinator works efficiently with internal and external stakeholders to schedule meetings for the Vice President helps manage competing priorities updates the Vice Presidents calendar arranges meeting logistics and develops background and briefing materials and plays a central role in organizing key internal meetings and activities of the Foreign Policy program.
Scheduling Calendar Travel and Administrative Support (90%)
- Performs a broad range of administrative tasks to ensure the Vice President and Director (VP FP) operates efficiently and effectively including coordinating schedules handling correspondence preparing meeting materials and facilitating internal and external communications.
- Serves as a central point of contact for internal and external requests to the VP FP and as an administrative ambassador in interactions with key stakeholders including Brookings donors staff government officials and journalists.
- Keeps the VP FP informed of items that arise throughout the day; tracks action items for the VP FP.
- Helps draft edit and finalize correspondence background memos briefings talking points and other written materials.
- Screens and reviews requests for meetings and engagements with the VP FP and ensures the VP FPs calendar is up to date at all times.
- Prioritizes meeting requests and pro-actively manages VP FPs calendar.
- Ensures that the VP FP is informed and prepared for all meetings and events including timing and location participant information talking points and briefing materials as necessary.
- Coordinates with FPs Senior Admin team to ensure awareness of program-wide priorities and manages VP FPs schedule to align with those priorities.
- Communicates frequently with internal and external stakeholders to safeguard and advance the priorities of the VP FP and the program as appropriate.
- Coordinates with FP Senior Admin team to schedule organize and manage internal and off-site FP meetings including recurring staff meetings internal discussions and annual retreat.
- Takes notes as necessary during meetings for review and distribution.
- Works with the VP FP and FPs Senior Admin team to distribute invitations agendas and materials for regular and impromptu meetings.
- Manages the VP FPs travel schedule as necessary including logistics activities and expense tracking.
- Safeguards and manages sensitive information with the highest level of confidentiality and discretion.
- Works with FP Admin staff to ensure that the VP FPs information technology (IT) needs are consistently met.
- Manages the VP FPs office and works with FP Admin staff to ensure supplies and equipment are in place and functional for the entire program.
Research Support (10%)
- Supports the VP FP and other FP scholars as requested in policy research on specific topics and research projects.
- Monitors and summarizes current developments relating to research sources for relevance to research themes.
- Checks facts edits copy and proofreads draft presentations and publications.
- As requested drafts summary reports briefing memos bibliographies and chronologies;synthesizes research and assists as requested with drafting editing and/or proofreadingremarks blog posts articles and presentations.
- Works with Communications staff to update scholar pages on the Brookings website post content and event information to the website and promote content on social media.
- As necessary coordinates with scholars and staff to ensure publications are distributed to relevant and interested parties in a timely and efficient manner.
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/Expereince Requirements
A bachelors degree is required. A minimum three years of relevant professional experience is required including scheduling assistance to executive level staff. A successful candidate will have experience that demonstrates strong organizational skills and an ability to perform and prioritize multiple tasks seamlessly and with exceptional attention to detail. Must have experience demonstrating the highest level of support and response. Experience using Microsoft Office suite is required. Familiarity with international affairs and public policy with a focus on the Middle East is preferred.
Knowledge/Skill Requirements
Organizational skills: Superior attention to detail communication skills and ability to manage large amounts of information in a fast-paced environment are imperative. Must be able to manage a senior-level executives calendar daily activities and travel. Proven ability to independently understand and implement an executives priorities is required. Must be able to help conceptualize and lead management of complicated processes from conception through completion; and be able to work independently multi-task prioritize and complete tasks in a timely manner. Must be able to manage multiple projects simultaneously including both research and non-research tasks.
Interpersonal skills: A high level of interpersonal skill is required to handle confidential situations and to interact independently with a range of external stakeholders. Poise tact flexibility and diplomacy are required to deal with fluid scheduling demands and high-pressure situations and to explain changing plans. Professional demeanor and work ethic and ability to maintain a positive attitude are required. Must be detail- and service-oriented flexible discreet trustworthy and dependable.
Communication skills: Outstanding written and oral communications skills are required. Must be able to identify contact and interact professionally and productively with all levels of internal and external stakeholders. Must be able to accurately carry out and convey instructions concepts and summaries occasionally including negative decisions. Must be able to independently write and edit professional communications and research products.
Technical skills: Must have advanced digital literacy through effective internet use across platforms and possess professional-level proficiency in Microsoft Office particularly Teams and other scheduling and collaboration platforms. Familiarity with Concur and/or Workday are preferred.
Substantive knowledge: Interest in and knowledge of Iran the Middle East and general foreign policy issues is helpful. Must be familiar with the principles practices systems and tools required for professional directed policy research and copyediting fact-checking and drafting.
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 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 including diversity of experience thought and personal background. We welcome applications that reflect a variety of backgrounds based on ideology race ethnicity religion national origin 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 selection decisions are based upon merit skills abilities and experience.
Note: To be considered for this position you must also be legally authorized to work for any employer in the United States.
Required Experience:
Chief
Employment Type
Unclear
