JOB TITLE: Finance Executive Assistant
JOB LOCATION: Remote
WAGE RANGE*: 40 - 47/ hour
JOB NUMBER: 222

REQUIRED EXPERIENCE:

Must have 7 years as an Executive Assistant who is extremely skilled with complex calendar management.

JOB DESCRIPTION

Daily Executive Administrative Support

Act as a gatekeeper and gateway to the SVP and COO ( "SVP"), working closely with internal and external stakeholders to successfully plan and arrange the SVP's activities.
Manage and maintain the SVP's calendar. Schedule all appointments, meetings, and events, while coordinating related logistics.
Keep the SVP informed of upcoming commitments and responsibilities, following up appropriately. Ensure the SVP is given and reviews all necessary materials in preparation for meetings and other activities, and that he remains on track for activities and events that occur during the day.
Build and nurture key relationships across Brookings and with external audiences to provide a bridge for smooth communication with the SVP's office. Demonstrate leadership in all interactions to maintain credibility, trust, and support. Maintain the utmost discretion and confidentiality for the work of the Office of the SVP.
Attend and provide administrative support for meetings led by the SVP and take minutes. Circulate meeting materials in advance to attendees. Track follow-up items.
Handle the SVP's expense records and submit expense reports.
Timely notify the SVP of issues or concerns that arise, using sound judgement to suggest solutions and/or opportunities. When necessary, draft initial responses for the SVP's review and may be primarily responsible for distributing the message/response.

Priority Management & Coordination (50%)

Maintain frequent contact and work closely to coordinate the goals of the SVP with his direct reports.
Work closely with the Office of the President of the Institution as the SVP report directly to the Brookings President.
Prioritize conflicting needs, handling matters expeditiously and proactively. Follow-through on projects to successful completion, often with deadline pressures.
Manage and ensure appropriate and timely follow-up on internal and external requests for information or action.
The SVP Chairs various committees at the Institution and the Executive Assistant is a key participant in making certain that materials, agendas, timelines, and ongoing communication are all coordinated and are timely with applicable committee members.
Create Word, sophisticated PowerPoint and Excel presentations, charts, and reports with a strong attention to accuracy and detail. Update and maintain document templates. Ensure that materials and presentations to internal stakeholders, Board of Trustees, Board of Trustees committees, and other groups are prepared and distributed in a timely manner.
Successfully complete critical aspects of deliverables with a hands-on approach, including drafting correspondence, and other tasks that facilitate the SVP's ability to effectively lead.
Undertake other duties and special projects as directed.

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 five years of related professional administrative work experience that includes experience in providing scheduling and special assistance to executive level staff of an organization/office. Must be authorized to work for any employer in the U.S.

Knowledge/Skill Requirements

Demonstrated ability to deploy high-level judgement, discretion, and hold confidentiality. Ability to think ahead and plan proactively in a dynamic, evolving, and fast paced environment. Ability to lead with curiosity to attain the information and perspectives required to produce deeply value-add work. A tactful and mature demeanor with ability to interact with all levels of internal and external stakeholders, especially deploying excellent written and oral communication skills. Acute attention to detail and relentless commitment to follow-through. Strong project management skills; self-starter; cooperative and flexible. A demonstrated ability to work independently as well as with a team.

Equal Opportunity Employer Veterans/Disabled

* While an hourly range is posted for this position, an eventual hourly rate is determined by a comprehensive salary analysis which considers multiple factors including but not limited to: job-related knowledge, skills and qualifications, education and experience as compared to others in the organization doing substantially similar work, if applicable, and market and business considerations. Benefits offered include medical, dental and vision benefits; dependent care flexible spending account; 401(k) plan; voluntary life/short term disability/whole life/term life/accident and critical illness coverage; employee assistance program; sick leave in accordance with regulation. Benefits may be subject to generally applicable eligibility, waiting period, contribution, and other requirements and conditions.