Assistant to the Vice President and Program Coordinator (Job ID: 2025-3694)

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 place and functional for the entire program.

Research Support (10%)

• Supports the VP FP, and other FP scholars as requested, in policy research on specific topics and research projects.  
• Monitors and summarizes current developments relating to research areas. Reads sources for relevance to research themes.   
• Checks facts, edits copy, and proofreads draft presentations and publications.  
• As requested, drafts summary reports, briefing memos, bibliographies, and chronologies; synthesizes research and assists as requested with drafting, editing, and/or proofreading remarks, blog posts, articles, and presentations.  
• Works with Communications staff to update scholar pages on the Brookings website, post content and event information to the website, and promote content on social media.  
• As necessary, coordinates with scholars and staff to ensure publications are distributed to relevant and interested parties in a timely and efficient manner.  

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/Expereince Requirements

A bachelor’s degree is required. A minimum three years of relevant professional experience is required, including scheduling assistance to executive level staff. A successful candidate will have experience that demonstrates strong organizational skills and an ability to perform and prioritize multiple tasks seamlessly and with exceptional attention to detail. Must have experience demonstrating the highest level of support and response. Experience using Microsoft Office suite is required. Familiarity with international affairs and public policy, with a focus on the Middle East, is preferred.   

Note: To be considered for this position, you must also be legally authorized to work for any employer in the United States. 

Knowledge/Skill Requirements 

Organizational skills: Superior attention to detail, communication skills, and ability to manage large amounts of information in a fast-paced environment are imperative. Must be able to manage a senior-level executive’s calendar, daily activities, and travel. Proven ability to independently understand and implement an executive’s priorities is required. Must be able to help conceptualize and lead management of complicated processes from conception through completion; and be able to work independently, multi-task, prioritize, and complete tasks in a timely manner. Must be able to manage multiple projects simultaneously, including both research and non-research tasks.  

Interpersonal skills: A high level of interpersonal skill is required to handle confidential situations and to interact independently with a range of external stakeholders.  Poise, tact, flexibility, and diplomacy are required to deal with fluid scheduling demands and high-pressure situations and to explain changing plans. Professional demeanor and work ethic, and ability to maintain a positive attitude are required. Must be detail- and service-oriented, flexible, discreet, trustworthy, and dependable. 

Communication skills: Outstanding written and oral communications skills are required. Must be able to identify, contact, and interact professionally and productively with all levels of internal and external stakeholders. Must be able to accurately carry out and convey instructions, concepts, and summaries, occasionally including negative decisions. Must be able to independently write and edit professional communications and research products. 

Technical skills: Must have advanced digital literacy through effective internet use across platforms and possess professional-level proficiency in Microsoft Office, particularly Teams and other scheduling and collaboration platforms. Familiarity with Concur and/or Workday are preferred. 

Substantive knowledge: Interest in and knowledge of Iran, the Middle East, and general foreign policy issues is helpful. Must be familiar with the principles, practices, systems, and tools required for professional, directed policy research and copyediting, fact-checking, and drafting. 

Additional Information

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.