Staff Assistant, Office of the General Counsel (Job ID: 2024-3515)

The Brookings Institution

Sep 11

Job
Full-time
Junior Level
Legal
People, HR & Administration
Washington

AI generated summary

You need a bachelor's degree, 1+ years supporting execs, strong PC skills, legal experience preferred, excellent communication, organizational, and project management skills.
You will manage a calendar, schedule travel, track expenses, organize meetings, facilitate communication, maintain files, and support team engagement and compliance efforts.

Requirements

Education/Experience Requirements
Bachelor’s degree or an equivalent combination of education and experience required.
Minimum of one year of relevant work experience that includes 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, Access and Outlook including the calendar feature, Word, PowerPoint, etc.) required.
Experience with Workday platform and Concur platform highly preferred, and experience with collaboration, enterprise, project management and compliance tools or applications (SharePoint, MS Project, Office 365, NAVEX, etc.) highly desirable.
Experience in a legal department/law firm, and/or professional services firm or nonprofit organization preferred.
D.C. notary a plus.
Must be authorized to work for any employer in the U.S.
Knowledge/Skill Requirements
Excellent written and oral communication skills; acute attention to detail; relentless commitment to follow-through; tech savvy with an ability to learn Workday and other systems; 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.

Responsibilities

- Strategically manage and maintain GC’s calendar and contacts on a daily basis. Schedule appointments and meetings while coordinating related logistics as needed. Ensure calendar coordination with other members of OGC.
- Maintain a “to do” list and meet regularly with team members to manage and determine OGC priorities.
- Schedule and arrange OGC staff travel, including transportation and lodging, and submission of travel reimbursement forms.
- Ensure the GC has necessary materials to prepare for meetings.
- Maintain OGC’s paper and electronic filing system, as requested.
- Manage and track departmental expenses, process engagement letters and invoices, and verify procurement card charges.
- Manage and ensure appropriate and timely follow up on internal and external requests for OGC information or action.
- Manage office supplies and equipment.
- Receive staff and visitors.
- Screen and distribute all incoming mail to appropriate staff for action.
- Support the OGC’s work with Brookings’s Board of Trustees and senior management meetings, including creating and distributing materials and information to meeting members.
- Support and maintain OGC staff engagement and metrics, including staff engagement goals, organizing regular team activities and events, planning the annual legal team retreat, and OGC metrics.
- Update and maintain document templates. Ensure OGC materials are prepared and distributed or posted in a timely manner.
- Implement procedures to increase departmental collaboration and efficiency.
- Track the status of departmental projects and prompt staff on upcoming deadlines.
- Manage and track departmental expenses, process engagement letters and invoices, and verify procurement card charges.
- Manage OGC staff meetings and events, including agenda tracking and scheduling.
- Support implementation of OGC priorities through collaboration and coordination with other departments and programs.
- Support OGC recruiting and staff onboarding efforts.
- Serve as designated liaison for Brookings Technology.
- Assist and/or manage logistical support for OGC training sessions, including scheduling, coordinating usage on Brookings’s enterprise resource platform and generating regular compliance reports and updates.
- Assist and/or manage the design, creation, and distribution of OGC educational materials and resources such as videos, PowerPoint presentations, or other media as needed.
- Support OGC records management as well as compliance with Brookings Records Management Policy & Retention Schedule.
- Facilitate cross-institutional communication by posting OGC announcements on departmental intranet pages and internal Brookings’s newsletters.
- Manage and maintain OGC-related intranet workspaces, such as OGC and Policy pages, including uploading articles, events, and documents.
- Support, as necessary, Senior/Paralegal with visa paperwork.
- Monitor and track legal-regulatory developments as needed in support of departmental activities.

FAQs

What is the job title for this position?

The job title is Staff Assistant, Office of the General Counsel.

What is the location of the position?

The position is hybrid, combining regular in-person presence at the Washington, DC office with the option of at least two days of remote work each week.

What type of organization is the Brookings Institution?

The Brookings Institution is a nonprofit public policy organization.

What qualifications are required for this position?

A Bachelor’s degree or an equivalent combination of education and experience, along with a minimum of one year of relevant work experience supporting executive-level staff, are required.

Is previous experience in a legal department preferred for this role?

Yes, experience in a legal department, law firm, or professional services firm or nonprofit organization is preferred.

What skills are necessary for this position?

Excellent written and oral communication skills, acute attention to detail, strong project management skills, proficiency in Microsoft Office applications, and the ability to interact with all levels of stakeholders are necessary.

Does the position require a background check?

Yes, successful completion of a background investigation is required for employment at Brookings.

Are applicants required to submit a cover letter and resume?

Yes, applicants must submit a cover letter and resume, which should be attached as one document when applying.

Is work experience with certain platforms preferred?

Yes, experience with the Workday and Concur platforms is highly preferred, along with familiarity with project management and compliance tools such as SharePoint and Office 365.

How does Brookings Institution value diversity?

Brookings welcomes and celebrates diversity in all its forms and is committed to promoting a diverse and inclusive workplace.

The Brookings Institution

Consulting

Industry

201-500

Employees

1916

Founded Year

Mission & Purpose

For over 100 years, Brookings experts have conducted high-quality, independent research and produced innovative policy solutions for the nation and world. Brookings is proud to be consistently ranked as the most influential, most quoted and most trusted think tank.