BASIC FUNCTION

Proactively provide administrative support to Deputy Director and Associate Director of the Global Cities Initiative, independently handling all assigned administrative, outreach and research duties.

EDUCATION/EXPERIENCE REQUIREMENTS

1-2 years of professional administrative work experience in a fast-paced, challenging work environment; preferably with experience in scheduling, organizing and networking. Proven ability to work with senior level executives, both internal and external. College degree required.

KNOWLEDGE REQUIREMENTS

Microsoft Outlook (to include the calendar feature), Word, Excel and PowerPoint proficiency required, Keynote & Access preferred. Excellent organizational skills with high level of attention to detail and follow-up. Strong oral and written communication skills with ability to interact with all levels of internal and external stakeholders. High-level diplomatic skills to serve as first point of outreach. Ability to maintain strict confidentiality of sensitive information. Ability to work independently as well as with a team.

PRINCIPAL DUTIES AND RESPONSIBILITIES

40% General Program Assistance & Outreach

• Manage and maintain key address/contact/distribution lists and activity tracking database using Microsoft Access and Outlook.
• Help manage the flow of information, commitments, and tasks on a daily basis to make sure to meet the demands on time/attention.
• Take meeting notes as needed, draft and circulate summaries and next steps to key staff, help distribute internal documents, memos and articles.
• Provide organizational support for all briefings, events, or roundtables that involve key regional and state stakeholders or other high level constituencies.
• Coordinate outreach to key civic leaders, local elected officials, funders, scholars
• Assist with social media.
• Handle and coordinate confidential information with an extremely high level of discretion.

40% Day-to-Day Administrative Support

• Maintain and coordinate calendars; schedule appointments, meetings and conferences; follow-up as necessary.
• Schedule and coordinate travel arrangements, develop itineraries and assemble travel packets.
• Serve as point of contact for all engagement inquiries for speeches, presentations and appearances.
• Manage and ensure appropriate and timely follow-up on internal and external requests for information or action.
• Anticipate needs of Deputy Director & Associate Director to provide information and materials in preparation for meetings.
• Receive, screen, and place calls; screen and channel mail.
• Create, organize and maintain accurate written and electronic files.
• Prepare travel expense forms for reimbursement.

20% Research and Other Duties

• Maintains system to track research projects and publications program-wide.
• Conducts literature reviews, assembles and summarizes relevant information to assist in writing reports/speeches/updates for the both supervisors.
• Assist with research.
• Assist with light project management in coordination with other staff.
• Assist with special assignments as directed.

Only applicants meeting minimum qualifications for the position will be considered. Successful completion of a background investigation is required for employment in this position. Brookings welcomes resumes from all qualified applicants, particularly women and minorities. No phone calls and no employment agencies please.