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Brookings Program Assistant- Brookings Executive Education in Washington, District Of Columbia

Overview

About Brookings Executive Education (BEE)

Brookings Executive Education (BEE), a partnership of the Brookings Institution and Washington University in St. Louis (WUSTL) Olin School of Business, brings together two premier institutions to deliver on Robert S. Brookings’ desire to “teach the art of handling problems rather than simply impart accumulated knowledge” to those in and engaged with government.

AboutWashington University in St.Louis

(WUSTL) has a long standing reputation for scholarship and innovation. Its faculty members are distinguished in their research and have received numerous awards for research including 22 Nobel laureates. The Olin Business School has been recognized as a world leader in management education and scholarly research. In addition to Brookings, Olin partners with more than 20 international universities, including Fudan University in Shanghai, China; the Cass Business School in London; Fundação Dom Cabral in Nova Lima, Brazil; and the Indian Institute of Management in Ahmedabad, India.

Note:This position is an employee of Washington University, who works in the Brookings Executive Education program.

Responsibilities

The Program Assistant is responsible for the effective and efficient management of Brookings Executive Education courses from planning to implementation.

Event Planning

  • Provides logistical support for the leadership team, handling events of a more standard nature.

  • Selects venue and makes reservations; identifies classroom/meeting space and may arrange for contract, determines appropriate conference facilities based on course requirements; researches and determines most cost effective vehicles to run courses.

  • Plans conference logistics (carefully plans conference meals to ensure that the dietary and religious needs of participant are met; researches and determines the most efficient and cost effective transportation methods for off-site tours, identifies and resolves space and catering issues with conference services staff, secures accommodations for faculty members, and coordinates the security clearance process).

  • Coordinates production of course materials, including but not limited to agendas, program books, name badges, tent cards, and certificates; determines the most efficient and cost effective method to produce the program books; reviews, identifies and corrects errors in course materials.

  • Under the direction of the Leadership Manager, procures all educational materials and updates slide presentations; researches and determines the most cost effective method to procure educational materials.

  • Coordinates course networking vehicles (Blackboard, LinkedIn, etc.); determines the most effective networking vehicle for each program, resolves technical issues.

  • Determines the most effective marketing materials to display based on program content, determines the most efficient method of displaying marketing materials and ensures consistency of branding image for all programs.

  • Supports faculty members and participants to resolve all issues related to program delivery, i.e., AV, space, registration, lodging, meals. Consolidates and summarizes program evaluation data to produce post program analysis.

  • Completes tasks to closeout programs, i.e. submitting invoices and honoraria payments.

Administration & Office Coordination

  • Assists the BEE staff with special projects.

  • Ensures that faculty biographical information is updated.

  • Drafts and manages correspondences, meeting notes and other materials.

  • Organizes and maintains written and electronic files, address/contact listings, and business card files.

  • Develops, updates and maintains participant and key contacts lists in CRM.

Registration & Reporting

  • Serves as the back-up registrar for BEE.

  • Enters registration and other contact data into BEE registration & financial systems, as well as retrieves data from the systems.

  • Reconciles participant contact and billing information for the billing process.

  • Processes credit card payments and sends payment receipts to purchasers.

Qualifications

Required Qualifications

  • Equivalent of a high school diploma.

  • Two years of administrative or related experience.

Preferred Qualifications:

  • Bachelor's degree.

  • Executive assistant experience.

  • Experience with event planning.

Additional Information:

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.

Brookings is an equal-opportunity employer that is committed to promoting a diverse and inclusive workplace. We welcome applications from all qualified individuals regardless of race, color, national origin, gender, sexual orientation, age, religion, physical or mental disability, marital status, veteran status, or other factors protected by law.

ProgramExecutive Education

Job FunctionAdministrative

Job ID2019-2201

SalaryCommensurate with experience

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