Coordinates, under the supervision of the Director and the Associate Director of Center on the United States and Europe (CUSE), the administrative support for the day-to-day operation of CUSE, including a key role in event planning and participant cultivation. Provides general and specific, in-depth administrative and programmatic coordination for CUSE events in the U.S. and abroad, particularly among communications and conference staff within the Institution and at off-site venues. Serves as lead liaison to the Director of CUSE and Senior Fellow, CUSE for travel and media-appearance scheduling; works as team member among the research assistants and Center scholars. Occasionally aids the development of research publications and other projects, as requested.
Bachelor’s degree required, (bachelor’s degree in international relations or political science, preferred). Minimum 2 years of administrative/project coordination experience, including strong experience in event coordination and planning and office management. Superior interpersonal skills and professional communications, written and verbal, required. Fluency in English is required. Excellent computer skills, including Microsoft Office (specifically, Microsoft Access), required. European work or study experience valuable, and additional European language abilities are preferred. Must be currently authorized to work for any employer in the U.S.
Excellent organizational skills and acute attention to detail; professional demeanor and work ethic; ability to work well under pressure with poise, discretion and mature judgment in high-pressure work environment. Ability to smoothly manage office and proactively set priorities and multi-task efficiently. Independent ability to identify and address new responsibilities. Ability to effectively utilize the Internet.
PRINCIPAL DUTIES AND RESPONSIBILITIES
40% Project Coordination – Events and Outreach
Assists in the facilitation of planning, scheduling, and implementing conferences (including major, high-level CUSE events in Washington, D.C. and abroad), seminars, roundtables, briefings, meetings, associated travel, and other events in coordination with the Associate Director of CUSE.
Manages logistical arrangements for events and conferences, coordinating with Director of CUSE, Associate Director of CUSE, Senior Fellow and Director of Research, Foreign Policy (FP), FP communication staff, Central Office of Communications, and Conference Services to develop invitations, announcements, and guest lists; liaises with event speakers and their staff; reserves meeting spaces; arranges for catering; procures audio-visual equipment and necessary event services.
Manages logistical arrangements for the FP Luncheon Series under the direction of Senior Fellow, CUSE.
Tracks costs and retains receipts for conferences, meetings, roundtables, and events.
Assists the Associate Director of CUSE in the dissemination of the Center’s other products.
Maintains calendar and record of events and activities and conveys to relevant FP staff.
Coordinates the maintaining and updating of mailing and invitation lists for CUSE publications and events.
40% Administrative Support for the Director of CUSE and Senior Fellow, CUSE
Provides scheduling, media, and travel support for Director of CUSE.
Handles the Director of CUSE’s mail and maintains call list.
Composes and edits Director of CUSE’s correspondence and memoranda as requested.
Maintains electronic and hard copy file system of the Director of CUSE’s correspondence and other materials.
Provides scheduling, media, and travel support for Senior Fellow, CUSE, drawing upon keen diplomatic judgment for internal and external interface.
20% General Administrative Support
Assembles travel reimbursements for CUSE staff.
Assists Associate Director of CUSE in preparing financial reports, coding expenses and invoices, tracking payment requests, and completing timesheets.
Meets regularly with the Center staff to coordinate networking activities, schedules, and programmatic duties.
Reviews and edits CUSE publications and reports as directed by the Associate Director of CUSE and, on occasion, for other staff, by request.
Provides clerical support as requested by the Associate Director of CUSE and other staff.
Only applicants meeting minimum qualifications for the position will be considered. Successful completion of a background investigation is required for employment in this position. No phone calls please. Brookings welcomes resumes from all qualified applicants, particularly women and minorities.
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