Assistant to the Vice President of Communications and Public Affairs (Job ID: 2023-3353)

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 systems, 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.

Vaccine Policy : Brookings requires all staff and visitors to submit proof of complete vaccination against COVID-19 to be in Brookings buildings.

Please note : This position is part of the union (Brookings United) and subject to the terms of the Memorandum of Agreement.

Individuals that (i) have a qualifying medical condition that contraindicates a COVID-19 vaccination, or (ii) who object to being vaccinated based on a sincerely held religious belief, may request a reasonable accommodation.

Brookings policies on masks and other pandemic mitigation measures will continue to be informed by DC and CDC guidelines.

Responsibilities

Ready to contribute to Brookings success?

The Assistant to the Vice President of Communications and Public Affairs serves as the primary point of contact for all internal and external constituencies for the Vice President of Communications and Public Affairs’ (VP) office.

Provides administrative and project support to the VP, managing and coordinating meeting agendas and scheduling, tracking projects and deliverables, and supporting the VP’s activities and engagement efforts.

Works closely with the Office of Communications (COMM) senior management team, the Executive Office (EO) and peers across the Institution to coordinate efficient and effective operations of the VP’s office.

Administrative Support for the Vice President (75%)

Arranges and coordinates the Vice President’s (VP) daily and long-term schedule; handles all incoming queries and requests 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 contacts and email as needed.

Keeps the VP informed of items that arise throughout the day; uses judgment to suggest solutions and / or opportunities.

Tracks action items to manage and ensure appropriate and timely follow up on internal and external requests for information or decision.

Meets regularly with the VP to manage and determine priorities. Distributes invitations and materials for regular communications meetings.

Responsible for notetaking and dissemination of information and taskers from communications team meetings. Proactively tracks status of VP priorities and projects, as requested.

• Ensures the VP is prepared for meetings, including creating agendas, coordinating briefings, organizing materials, and other substantive background information 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.
• Provides comprehensive administrative support for the VP such as management of the flow of documents requiring approval and signature, drafting of letters and memoranda for VP’s review, and organization and maintenance of the VP’s paper and electronic files.
• Manages sensitive information and materials with discretion.

Office of Communications Coordination (25%)

• Provides support for additional senior management on an as-needed basis, including serving as back-up for other administrative and operations staff.
• Distributes internal documents, memos, and articles to appropriate senior staff.
• Assists the Director of Communications Operations with monthly procurement card coding and receipt collection.
• Assists the Director of Communications Operations with the routing and approval of COMM contracts. Follows up with key internal stakeholders to ensure timely approval.
• Coordinates with Finance and the Director of Communications Operations to set up Concur accounts for staff and assist with their reimbursement forms as needed.
• Maintains guides for internal processes and coordination, including the daily sync process and recipient database, regular maintenance of COMM Intranet sites, and other coordination platforms.
• Maintains ongoing relationship with Brookings Technology, attends regular liaison meetings. Connects staff with technology services through BHelp.
• Manages internal systems for information sharing and coordination, including staff contact lists and various duty officer schedules.
• Monitors office facilities, equipment, and supplies, and serves as primary contact for related staff requests. Assists the Director of Communications Operations with the procurement of office supplies and equipment and ensure that program facilities and equipment are well-maintained.
• Manage all maintenance requests regarding COMM space and common areas. Manage conference room calendars and keep conference rooms and other COMM public areas neat and organized.

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 two years of relevant work experience that includes at least one year 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.

Knowledge / Skills 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.