Executive Assistant, Development (Job ID: 2025-3704)

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 Office of Development manages fundraising across the institution. Focused on a constituency based fundraising model, our team works directly with the research programs and executive office to set an overarching fundraising strategy that supports the important work of our scholars.

In Brookings Development, we aim to: 

• Build and nurture relationships with donors and prospects to raise critical financial resources in support of the institution’s fiscal health and to advance the mission of Brookings.  
• Safeguard Brookings’s institutional values of Quality, Independence, and Impact. 
• Amplify the impact of our scholars’ research and steward our donors’ generosity with compelling and innovative programming for our donor groups. 
• Support our Board of Trustees in carrying out its fiduciary responsibilities to protect and sustain the institution. 
• Partner closely with our colleagues across Brookings by providing best in class fundraising and fundraising operations to benefit all research programs. 
• In everything we do, strive for excellence, act with integrity, communicate with honesty, show respect and collegiality, be proactive, collaborative, creative, and solutions oriented. 

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

Ready to contribute to Brookings Success?

The Executive Assistant, Development serves as the primary point of contact for all internal and external constituencies for the CDO’s office. Provides administrative and project support to the Chief of Staff (COS) and  Chief Development Officer (CDO), managing and coordinating meeting agendas and scheduling, tracking projects and deliverables, supporting the CDO’s activities and engagement efforts related to the Board of Trustees, Executive Committee, Development Committee, and high-level donors, and ensuring optimal communication flow within and outside the Institution. Works closely with Development colleagues and the Executive Office (EO) and their support staff to coordinate efficient and effective operations of the COS and CDO’s office and EO’s Development activities.

Daily Coordination & VP Office Management (65%)

• Manages and maintains the COS’s and CDO’s calendars, contacts, and email, coordinates the daily and long-term schedule, schedules all appointments, meetings, and conferences, and manages all related logistics as needed.
• Keeps the COS and CDO appropriately informed of items requiring attention. Uses judgement to anticipate needs and proactively suggest solutions and/or opportunities. Meets regularly with the COS and CDO to manage and determine priorities.
• Ensures the COS and CDO are prepared for donor and staff interactions, including creating agendas, managing the development briefing process, providing other substantive background information as needed, and organizing materials.
• Assists with drafting, reviewing, and editing of correspondence, meeting notes, memoranda, agendas, and other materials for the COS, CDO, and EO and disseminates information as appropriate, including sending communications under the CDO’s and/or COS’s name.
• Creates Word, Power Point, and Excel presentations, charts, and reports to generate analyses and maintain tracking systems.
• Administers the flow of documents requiring approval and signature by the CDO, EO, and Trustee stakeholders, including routing multi-million-dollar gift proposals via established protocols.
• Along with the COS, serves as the CDO’s liaison to EO, Executive Leadership Team, and all other staff as well as to offices of Trustees and donors.
• Receives, screens, and initiates or responds to mail, email, and phone communications on behalf of the COS and CDO and receives staff and visitors to the CDO’s office.
• Prioritizes, follows up, and tracks action items addressed to the COS and CDO, including those of sensitive or confidential nature. Uses judgment to determine appropriate course of action, referral, or response. Ensures timely follow up on internal and external requests for information or action.
• Prepares agendas, takes notes, and participates in meetings as needed.
• Organizes and maintains the COS’s and CDO’s paper and electronic files.
• Prepares travel arrangements and itineraries for the COS and CDO including logistics, materials preparation, liaising between offices, information gathering, booking, procurement card and per-diem resolution, and ensuring timely follow up.
• Monthly procurement card tracking, use management, and financial coding as well as expense forms reimbursement.
• Provides data entry support for the COS and CDO including entry of fundraiser activity and readouts in Raiser’s Edge NXT as well as tracking and maintenance of Trustee moves management reports.
• Serve as the office manager for the Central Development team. This includes ordering supplies, serving as Development’s Safety Marshal, and other office related tasks as required.

Special Projects Management & Executive Office Coordination (20%)

• Manages projects related to fundraising efforts for any EO priorities, including the coordination of research and development staff across the Institution.
• Serves as a key liaison and stakeholder for intra- and inter-department projects relating to the COS and CDO including with the greater Development team, Business Units, and Research Programs.
• Partners closely with EO to coordinate all aspects of the President’s Development activities including trip/meeting planning, Trustee and IAC member stewardship, select Development correspondence, and RE NXT entry.
• Coordinates and maintains Development activity, next steps, and donor correspondence for the CDO and EO and ensures timely follow up and advancement. Track EO tasks and deliverables relating to Trustee strategy and outreach.
• Maintains the highest sense of confidentiality in all necessary matters. Monitors, reviews, and prepares correspondence that may be of sensitive nature.
• Ensures that materials and presentations to internal committees and programs, Board of Trustees, Development Committee, and other groups are finalized and distributed in a timely manner.

Board and Principal Donor Coordination (15%)

• Serves as the CDO’s liaison to offices of Trustees and high-level donors.
• Works with the CDO and EO to support the Executive and Development Committees including coordinating with Committee Chairs, planning, execution, and logistical support of semi-annual meetings, as well as report and presentation production.
• Prepares agendas and documents, drafts memoranda and communications, disseminates materials to internal and external participants, sequences action-item timelines, takes notes and minutes, and participates in Board of Trustee and Committee meetings.
• Collaborates with Communications, Fundraising, and Events teams on planning, preparations, and execution of all Board and IAC meetings and special events, ensuring logistical and constituent support is provided beforehand and throughout, and necessary follow up is completed.
• Assists with the preparation and editing of solicitation letters for leadership gifts and IAC and Board contributions, paying close attention to accuracy, quality, and timing

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 four years of relevant work experience that includes a minimum of three years supporting executive level staff. 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, PowerPoint, Outlook) required. Experience in a Development office and/or nonprofit organization preferred. Experience working with high-net-worth individuals is strongly preferred.

Knowledge/Skills Requirements

Excellent administrative, organizational, computer, and communication skills (including excellent grammar, spelling, proofreading, and editing skills) is required.  Must have acute attention to detail and commitment to follow-through, be discreet, dependable, and work quickly while coordinating a variety of tasks simultaneously. A tactful and mature demeanor with ability to interact with all levels of internal and external stakeholders; high degree of professionalism and the ability to maintain confidentiality of sensitive information; comfortable performing administrative/logistical coordination tasks; strong project management skills; comfortable working with data; 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; mature judgment and ability to prioritize. Ability to work independently and in close cooperation with others.

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.

Please Note: Must be authorized to work for any employer in the U.S.