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

Brookings Institution Job Opportunity

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 President's office and the President's support team and aims to communicate regularly and transparently with Brookings staff about what's 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.

Responsibilities

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%)

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 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 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 workplace. All selection decisions are based upon merit, skills, abilities and experience.