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

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 onboardin