Staff Assistant, Office of the General Counsel (Job ID: 2024-3515)

The Brookings Institution • Unclear • Washington, District of Columbia • 4m ago

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 Office of the General Counsel supports the work of the Institution through facilitating the legal and ethical pursuit of its objectives, managing legal issues when they arise, and serving as a resource to Brookings stakeholders.

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 Staff Assistant, Office of the General Counsel (Assistant) is responsible for providing executive administrative support to the Office of the General Counsel (OGC) as well as project management and compliance support across a wide range of topics. Executive administrative support includes internal and external scheduling and assisting the General Counsel (GC) in strategically planning time, travel and activities. Project responsibilities include, e.g., supporting OGC’s preparation for Board of Trustees meetings and other senior management meetings.

General Counsel and Department Administrative Support (55%)

Strategically manage and maintain GC’s calendar and contacts on a daily basis. Schedule appointments and meetings while coordinating related logistics as needed. Ensure calendar coordination with other members of OGC.
Maintain a “to do” list and meet regularly with team members to manage and determine OGC priorities.
Schedule and arrange OGC staff travel, including transportation and lodging, and submission of travel reimbursement forms.
Ensure the GC has necessary materials to prepare for meetings.
Maintain OGC’s paper and electronic filing system, as requested.
Manage and track departmental expenses, process engagement letters and invoices, and verify procurement card charges.
Manage and ensure appropriate and timely follow up on internal and external requests for OGC information or action.
Manage office supplies and equipment.
Receive staff and visitors.
Screen and distribute all incoming mail to appropriate staff for action.

Department Coordination and Project Management (25%)

Support the OGC’s work with Brookings’s Board of Trustees and senior management meetings, including creating and distributing materials and information to meeting members.
Support and maintain OGC staff engagement and metrics, including staff engagement goals, organizing regular team activities and events, planning the annual legal team retreat, and OGC metrics.
Update and maintain document templates. Ensure OGC materials are prepared and distributed or posted in a timely manner.
Implement procedures to increase departmental collaboration and efficiency.
Track the status of departmental projects and prompt staff on upcoming deadlines.
Manage and track departmental expenses, process engagement letters and invoices, and verify procurement card charges.
Manage OGC staff meetings and events, including agenda tracking and scheduling.
Support implementation of OGC priorities through collaboration and coordination with other departments and programs
Support OGC recruiting and staff onboarding efforts.
Serve as designated liaison for Brookings Technology.

Compliance, Communication and Training Coordination (20%)

Assist and/or manage logistical support for OGC training sessions, including scheduling, coordinating usage on Brookings’s enterprise resource platform and generating regular compliance reports and updates.
Assist and/or manage the design, creation, and distribution of OGC educational materials and resources such as videos, PowerPoint presentations, or other media as needed.
Support OGC records management as well as compliance with Brookings Records Management Policy & Retention Schedule.
Facilitate cross-institutional communication by posting OGC announcements on departmental intranet pages and internal Brookings’s newsletters.
Manage and maintain OGC-related intranet workspaces, such as OGC and Policy pages, including uploading articles, events, and documents.
Support, as necessary, Senior/Paralegal with visa paperwork.
Monitor and track legal-regulatory developments as needed in support of departmental activities.

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 of one year of relevant work experience that includes supporting executive level staff. Work experience in a fast-paced, professional work environment; a demonstrated ability to work with senior-level executives; ability to work on independent projects; superior desktop personal computer skills (Microsoft Word, Excel, Access and Outlook including the calendar feature, Word, PowerPoint, etc.) required. Experience with Workday platform and Concur platform highly preferred, and experience with collaboration, enterprise, project management and compliance tools or applications (SharePoint, MS Project, Office 365, NAVEX, etc.) highly desirable. Experience in a legal department/law firm, and/or professional services firm or nonprofit organization preferred. D.C. notary a plus. Must be authorized to work for any employer in the U.S.

Knowledge/Skill Requirements

Excellent written and oral communication skills; acute attention to detail; relentless commitment to follow-through; tech savvy with an ability to learn Workday and other systems; tactful and mature demeanor with ability to interact with all levels of internal and external stakeholders; demonstrate a commitment to Brookings values of collegiality, respect, inclusion, diversity and community; high degree of professionalism with discretion and the ability to maintain confidentiality of highly sensitive information; comfortable performing administrative/logistical coordination tasks; strong project management and delegation skills; ability to think ahead and plan proactively; excellent organization and coordination skills with a high commitment to customer service; ability to multitask and meet multiple deadlines and work well under pressure with discretion and mature judgment and ability to prioritize between competing interests; 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. 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.  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.