Executive Assistant, Executive Office (Job ID: 2025-3701)

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.

About the Executive Office: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 Presidents office and the Presidents support team and aims to communicate regularly and transparently with Brookings staff about whats 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 two days of remote work each week.

Ready to contribute to Brookings success

The Executive Assistant Executive Office will partner with the Senior Vice President of Research the Vice President and Chief of Staff and the Director of the Artificial Intelligence and Emerging Technologies (principals) to provide the administrative and business process support required for the effective functioning of their offices. The executive assistant coordinates with internal and external stakeholders to process distribute and prioritize incoming requests for the principals time provides value-add management of their calendars including ensuring the principals have the information needed for effective meetings and events. Also manages travel arrangements and expense processing; coordinates special projects as directed and proactively solves logistical and/or process challenges on behalf of the principals.

Daily Executive Administrative Support (60%)

• Act as a gateway to principals working closely with internal and external stakeholders to successfully plan and arrange the principals activities.

• Manage and maintain the principals calendars. Schedule all appointments meetings and events while coordinating related logistics.

• Keep the principals informed of upcoming commitments and responsibilities following up appropriately. Ensure the principals are provided in a timely way with all necessary materials in preparation for meetings and other activities and that they remain on track for activities and events that occur during the day.

• Build and nurture key relationships across Brookings and with external audiences to provide a bridge for smooth communication with the principals. Demonstrate leadership in all interactions to maintain credibility trust and support. Maintain the utmost discretion and confidentiality for the work of the principals.

• Attend and provide administrative support including support for timely agenda creation for meetings led by the principals as needed. Circulate meeting materials in advance to attendees and take notes if needed. Track follow-up items.

• Handle principals expense records and submit expense reports.

• Oversee meeting logistics such as room booking catering materials A/V.

• Notify the principals of issues or concerns that arise using sound judgement to suggest solutions and/or opportunities. When necessary draft initial responses for the principals review. May be primarily responsible for distributing the message/response.

Priority Management & Coordination (40%)

• Prioritize conflicting needs with and among principals handling matters expeditiously and proactively. Follow-through on projects to successful completion often with deadline pressures.

• Manage and ensure appropriate and timely follow-up on internal and external requests for information or action.

• Ensure principals committee leadership is focused and efficient by making sure materials agendas timelines and ongoing communication are all well-coordinated and are timely.

• Create Word professional PowerPoint and Excel presentations charts and reports with a strong attention to accuracy and detail. Update and maintain document templates. Ensure that materials and presentations to internal stakeholders board of trustees board of trustees committees and other groups are prepared and distributed in a timely manner.

• Successfully complete critical aspects of deliverables with a hands-on approach including drafting correspondence and other tasks that facilitate the principals ability to effectively lead.

• Undertake other duties and special projects as directed.

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 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. A successful candidate will have professional experience that demonstrates strong organizational skills an ability to perform and prioritize multiple tasks seamlessly and with exceptional attention to detail.

Knowledge/Skill 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. Strong project management skills; self-starter; cooperative and flexible. A demonstrated ability to work independently as well as with a team. 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.

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 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.