Assistant to the Vice President and Program Coordinator

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 world’s 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

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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 President’s 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 FP’s calendar is up to date at all times.
• Prioritizes meeting requests and pro-actively manages VP FP’s 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 FP’s Senior Admin team to ensure awareness of program-wide priorities, and manages VP FP’s 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 FP’s Senior Admin team to distribute invitations, agendas, and materials for regular and impromptu meetings.
• Manages the VP FP’s 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 FP’s information technology (IT) needs are consistently met. 
• Manages the VP FP’s office, and works with FP Admin staff to ensure supplies and equipment are in plac