Assistant to the VP and General Counsel
- Job posted by The Brookings Institution
The Brookings Institution
Equal-Opportunity Employer: It is Brookings policy to provide equal employment opportunity for all of its employees and applicants without regard to their actual or perceived race, color, religion, sex, age, disability, national origin, ancestry, sexual orientation, marital status, personal appearance, citizenship status, family responsibilities, gender identity or expression, genetic information, matriculation, political affiliation, veteran status, or any other prohibited basis of discrimination as required by law.
Program Executive Office
Job Funtion Administrative
Posted Date 2018-05-14
Job ID 2018-1751
Salary Commensurate with experience
The Assistant to the Vice President and General Counsel provides executive administrative support to the Vice President and General Counsel (VPGC) and is a contributing member of the Office of the General Counsel (OGC). The Assistant provides internal and external scheduling support; strategically plans the VPGC’s time and activities; supports projects delegated by the VPGC; and supports the committees that the VPGC is on. The Assistant supports the OGC on compliance, recordkeeping and education initiatives.
Vice President and General Counsel Support and Coordination (50%)
- Manage and maintain VPGC’s calendar, contacts and email on a daily basis. Schedule all appointments, meetings, and conferences while coordinating related logistics as needed.
- Receive, screen and place calls for General Counsel. Handle or appropriately refer all requests for information. Maintain and prioritizes call lists. Receive staff and visitors.
- Keep VPGC informed of items that arise throughout the day: use judgement to suggest solutions and/or opportunities. Manage and ensure appropriate and timely follow up on internal and external requests for information or action. Maintain a “to do” list and meet regularly with VPGC to manage and determine priorities.
- Prepare meeting agendas, documents, and other necessary materials. Ensures the VPGC sees and reads all necessary materials to prepare for meetings.
- Regularly update VPGC on internal and external issues and requests, as needed.
- Create presentations, charts and reports. Update and maintain document templates. Ensure that materials are prepared and distributed or posted in a timely manner.
- Maintain VPGC’s written correspondence and email through paper and electronic filing system, as requested.
- Help draft VPGC’s internal and external communications.
- Work across the Institution to ensure proper implementation of VPGC projects, including with VP-level collaborators and stakeholders.
- Coordinates with VPGC’s professional board memberships and outside professional activities.
- Assist, as necessary, with VPGC projects.
Department Support, Coordination, and Compliance (40%)
- Manage and track Brookings’s annual filing of state charitable registration applications.
- Manage Brookings’s Conflict of Interest annual disclosure process, including enrollment, sending reminders, tracking submissions, and responding to questions.
- Manage logistical support for OGC trainings, , including generating regular compliance reports.
- Assist with the creation and distribution of OGC educational materials and resources such as videos, PowerPoint presentations, or other media as needed.
- Work collaboratively with the Executive Office to support and achieve Institution-wide goals.
- Manage logistics for OGC’s in-person education sessions.
- Create, organize, and maintain OGC electronic and written files.
- Support Brookings’s and the OGC’s compliance with Brookings Records Management Policy & Retention Schedule.
- Maintain a list outlining the status of departmental projects and prompt staff on upcoming deadlines.
- Create agendas, maintain calendars, monitor email inboxes, contact lists and distributions lists for the OGC team.
- Assist with implementing procedures to increase departmental collaboration and efficiency.
- Arrange OGC staff travel, including: registration, transportation and lodging and submit travel reimbursement forms.
- Facilitate cross-institutional communication by posting OGC announcements on departmental intranet page and internal Brookings’s newsletters.
- Manage and track departmental expenses, process invoices and verify procurement card charges.
- Manage office supplies and equipment.
- Screen and distribute all incoming mail and faxes to appropriate staff for action.
- Manage weekly Legal Team Meetings, including agenda setting and scheduling.
- Maintain neatness and orderliness of common areas shared by OGC and other departments.
- Book conference rooms, as needed, for OGC meetings and events.
Serve as designated liaison with Information Technology Services (ITS).
- Assist, as necessary, with OGC projects.
Board and Committee Support and Coordination (10%)
- Work closely with Central Development to support and coordinate Board of Trustee events and communications.
- Support the Inclusion & Diversity Committee (I&D Committee) through logistical meeting support and agenda planning.
- Take I&D Minutes and report on action items.
- Create and distribute materials and information to the Committee members.
- Maintain I&D Intranet site.
- Schedule, organize, and execute quarterly I&D All-Brookings Events.
- Support the VPGC’s work with Brookings’s Board of Trustees, including the Audit Committee.
Education/Experience Requirements: Bachelor’s degree or an equivalent combination of education and experience required. Minimum one year of administrative work experience in a fast-paced, professional work environment; a demonstrated ability to work with senior-level executives; ability to work on independent projects; superior desktop personal computer skills (Microsoft Word, Excel, Access and Outlook including the calendar feature, Word, PowerPoint, etc.) required. Experience with collaboration and Project Management tools or applications (SharePoint, MS Project, Office 365, etc.) highly preferred. Experience in a legal department/law firm, and/or professional services firm or nonprofit organization preferred. D.C. notary a plus. Willingness to become a notary (if not currently one) required
Knowledge/Skills Requirements: Excellent written and oral communication skills; acute attention to detail; relentless commitment to follow-through; tech savvy with an ability to learn PeopleSoft, TrainCaster, or any other enterprise resource planning system; A tactful and mature demeanor with ability to interact with all levels of internal and external stakeholders; demonstrate a commitment to Brookings values of collegiality, respect, inclusion, diversity and community; high degree of professionalism with discretion and the ability to maintain confidentiality of highly sensitive information; comfortable performing administrative/logistical coordination tasks; strong project management and delegation skills; 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 with discretion and mature judgment and ability to prioritize between competing interests; self-starter; cooperative and flexible; a demonstrated ability to work independently as well as with a team. Must be eligible to work for any employer in the U.S
Brookings requires that all applicants submit a cover letter and resume. Please attach your cover letter and resume as one document when you apply.
Successful completion of a background investigation is required for employment at Brookings.
Minimum Education Required
How To Apply