Executive Assistant, Office of Communications (Job ID: 2024-3606)

Executive Assistant, Office of Communications (Job ID: 2024-3606) • Unclear • Washington, District of Columbia • 1m 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 Communications is a centralized service unit that develops effective communications products and strategies to empower and share impactful scholar messages to wide audiences. The Office of Communications meets the daily needs of the institution through web development and publication support, convening and event support, multimedia services like video, animations, and podcasting, governance of visual design and brand systemts, social media management, and institutional brand and media communications.

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 Executive Assistant, Office of Communications provides a broad range of Operations administration within the Office of Communications, including executive administrative support for the Vice President and Managing Director. Works closely with Office of Communications (COMM) senior management, the Executive Office (EO), and peers across the Institution to coordinate efficient and effective operations for the Central Communications office.

Administrative Support for the Vice President and Managing Director (40%)

Serves as central point of contact for internal and external requests to the Central Communications office that require the attention of the Vice President (VP) and/or Managing Director, answering questions in a timely way, using acquired knowledge of Central Comms and sound judgment, following up when further information is needed or requested, making scheduling recommendations.
Keeps the VP and Managing Director informed of items that arise throughout the day; uses discretion and judgment to suggest solutions and/or opportunities.
Tracks action items for the VP and Managing Director to manage and ensure appropriate and timely follow up on internal and external requests for information or decision.
Works with the VP and Managing Director to distribute invitations, agendas, and materials for regular communications meetings. Responsible for the dissemination of information and taskers from communications team meetings. Proactively tracks status of priorities and projects, as requested.
Helps draft, edit, and finalize concept notes, background memos, briefings, talking points, and other written materials in support of communications initiatives.
Provides comprehensive administrative support for the VP. Arranges and coordinates the VP’s daily and long-term schedule; handles all incoming requests and prep materials for meetings, speaking engagements, media interviews, etc. for the VP. Maintains key peer-level relationships across Brookings and with external key audiences to support effective calendar maintenance. Maintains VP contacts and email as needed.
Prepares travel arrangements and itineraries for the VP, including logistics, materials preparation, liaising between offices, information gathering, booking, procurement card and per-diem resolution, and ensuring timely follow up.
Handles all expenses and reimbursement for the VP.
Handles and coordinates confidential information with complete discretion.

Operations Support for the Office of Communications (50%)

Under the supervision of the Managing Director, handles invoicing, contract routing, and monthly expense reports for the office.
Supports the Managing Director with coordinating recruitment processes, including scheduling interviews, managing job simulation exercises, and conducting phone screens and references as required.
Performs tasks related to onboarding staff and interns, including scheduling meetings/trainings, preparing onboarding materials, and ensuring new staff are set up in SharePoint, Teams, Workday, and other program-standard software, etc.
Assists with Staff Engagement to foster an environment of belonging among all Central Communications Staff. Supports staff engagement activities including logistics and arranging catering for programs, events, and meetings.
Provides office management services, including serving as primary point-of-contact for organizing, maintaining, and ordering supplies for the unit, including anticipating staff needs and managing inventory.
Serves as a point of contact for the facilities needs of the program along with the Managing Director. Ensures facilities work tickets are submitted and processed in a timely way.
Monitor shared inboxes as assigned, distributing messages as appropriate.
Actively contributes to internal team and/or organizational work that shapes our systems and our culture.

Communications and Project Support (10%)

Supports integrated communications and outreach campaigns with the creation of content and project management as needed.
Helps proofread, edit, and vet written materials to ensure compliance with internal processes and help identify areas for improvement.
Prioritizes conflicting needs, handling matters expeditiously and proactively. Follow-through on projects to successful completion, often with deadline pressures.
Manages and ensures appropriate and timely follow-up on internal and external requests for information or action.
Provides on and off-site event support as required.
Helps maintain guides for internal processes and coordination, including regular maintenance of internal Office of Communications platforms (Inside Brookings and Daily Sync).
Other duties as assigned.

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 three years of relevant work experience that includes a minimum of two years of supporting executive level staff. Work experience in a fast-paced, professional work environment, preferably in a communications, media, policy, government, or nonprofit setting. Demonstrated ability to work with senior-level executives; ability to work on independent projects; superior desktop personal computer skills (Microsoft Word, Excel, PowerPoint, Outlook); and solid writing skills required. Orientation to administration as a professional field preferred. Must be authorized to work for any employer in the U.S.

Knowledge/Skill Requirements

Excellent administrative, organizational, computer, and communication skills (including excellent grammar, spelling, proofreading, and editing skills) is required. Must have acute attention to detail and commitment to follow-through, be discreet, dependable, and work quickly while coordinating a variety of tasks simultaneously. A tactful and mature demeanor with ability to interact with all levels of internal and external stakeholders; high degree of professionalism and the ability to maintain confidentiality of sensitive information; comfortable performing administrative/logistical coordination tasks; strong project management skills; comfortable working with data; 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; mature judgment and ability to prioritize. Ability to work independently and in close cooperation with others.

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. 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.