Assistant to the Vice President, Brookings Metro (Job ID: 2025-3709)

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.

 

Brookings Metro delivers research and solutions to help metropolitan leaders build an advanced economy that works for all. To learn more, please visit brookings.edu/metro.

 

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 Assistant to the Vice President proactively manages scheduling and meeting preparation for the Vice President of Brookings Metro (Metro) on all internal and external scheduling, activities, travel, commitments, and deadlines. The Assistant to the Vice President works efficiently with internal and external stakeholders to schedule and arrange meeting logistics and develop background and briefing materials. They will also provide project coordination and research support for the Vice President (VP) and Metro’s senior leadership team, as directed by the Assistant Managing Director.

 

Scheduling, Travel, and Administrative Support (70%)

• Serves as central point of contact for internal and external requests to the VP’s office, answering questions in a timely way, following up when further information is needed or requested, making scheduling recommendations, and ensuring proactive support of the VP and their priorities.
• Schedules and coordinates internal and off-site meetings as requested by the VP, including recurring staff meetings and other periodic events.
• Evaluates and discusses requests for meetings and engagement with the VP and ensures their calendar is always up to date.
• Ensures that the VP is informed and prepared for all meetings and events, including timing and location, participants, talking points, and briefing materials as necessary.
• Works with communications, development, and other teams to schedule media interviews, funder stewardship, speaking engagements, and other special events.
• Arranges travel and prepares itineraries; processes reimbursements; verifies procurement card charges; collects and organizes logistical and briefing materials for meetings and travel.
• As requested, manages email and phone calls on behalf of the VP, greets and receives visitors and staff, and serves as liaison for the VP’s office to Metro and other parts of Brookings.
• Fosters key peer-level relationships across Brookings and with external key audiences.
• Maintains key address, contact, distribution lists, and activity tracking in Outlook and the Salesforce database system, for those most relevant to the VP’s work.
• Works with Metro Operations staff to ensure that the VP’s information technology (IT) needs are met on a consistent basis.
• Attends meetings to take notes or minutes, as requested.
• Handles and coordinates confidential information with complete discretion.

Program/Project Support (20%)

• Supports the execution of special projects for Metro’s senior leadership team, under the direction of the Assistant Managing Director, by overseeing the flow of information, commitments, and tasks resulting from the team’s weekly meetings.
• Provides additional support across the program on an as-needed basis, including serving as back-up for other administrative staff.
• Proactively tracks status of VP’s priorities and projects, and provides project management support as requested.
• Coordinates Metro’s Brown Bag series, including arranging the schedule, speaker logistics, and dissemination of information about the seminars. 
• Drafts correspondences, composes memos, mailings, and cover sheets as required. 
• Assists with Staff Engagement to foster an environment of belonging among all Metro Staff. Supp