Board Relations Senior Coordinator (Job ID: 2026-3882)

The Brookings Institution•Washington, DC

3d•Onsite

About The Position

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, D.C. Our mission is to equip decision-makers with nonpartisan research and policy strategies to create a more prosperous and secure country and world. To advance our mission, we are committed to the following four goals: Develop economic growth strategies for a changing world Expand economic and social opportunity for all Revitalize U.S. democratic institutions Advance peace and security worldwide At the core of our mission is the quality, independence, and impact of our research. We are dedicated to finding bold, pragmatic solutions for societal challenges through open-minded inquiry, diverse perspectives, and holding ourselves to the highest standards of scholastic rigor. Beyond the pursuit of excellence and intellectual rigor, Brookings places immense value on creating a supportive and collaborative environment where every individual can do their best work, learn, and grow. Because of this, Brookings has been at the forefront of public policy for more than a century.

Requirements

Bachelor’s degree required.
Minimum three years of professional relevant administrative experience required (preferably in a related field and/or nonprofit organization).
Experience working with high-profile and other highly accomplished individuals is preferred.
Prior experience organizing high-level events and meetings with senior stakeholders.
Excellent interpersonal, organizational, technical, and communication skills required.
Excellent grammar, spelling, proofreading, and editing skills, and ability to research information and compile for briefings.
Must have acute attention to detail, and be discreet, dependable, and work quickly.
Must have the proven ability to exercise excellent judgment and initiative while maintaining confidentiality.
Professional demeanor and high level of comfort working with high-profile individuals.
Ability to interact politely with the public, as well as internal constituents, and have an excellent phone and email manner.
Must be able to function independently and in close cooperation with others.
Must be able to coordinate a variety of tasks simultaneously and consistently follow up on details.
Knowledge of Microsoft Office suite, especially Excel, and the capacity to learn other types of software including Publisher, Adobe Pro, and Raiser’s Edge or other CRM.

Nice To Haves

Experience working with high-profile and other highly accomplished individuals is preferred.
Prior experience organizing high-level events and meetings with senior stakeholders.

Responsibilities

Maintain and update annual project plan for Board and Committee meeting planning, materials, and documentation.
In consultation with the Director of Board Relations, co-lead the overall management of the annual cycle, provide timely updates on progress, and adjust as necessary.
Anticipate need for and create first drafts of agendas for Board, Executive Committee, and Nominations and Governance Committee meetings, in consultation with the Director.
Anticipate need for and create templates for new minutes, resolutions, board documents.
Take accurate notes for the minutes of Board, Executive Committee, and Nominations and Governance Committee meetings (and other Board Committee meetings as requested).
Write first drafts of minutes.
Serve as the primary interface with support staff for the Audit, Budget and Finance, Compensation, Development, Investment, and People Committees, ensuring full coordination among principals.
Take primary responsibility for posting all Board and relevant Board Committee meeting documents on board portal (BoardEffect).
Develop and maintain production schedule for publishing meeting materials accurately and on deadline.
Liaise with staff providing materials.
Update as necessary and maintain accurate records.
Regularly update and maintain searchable database for resolutions and minutes.
Ensure approved resolutions and minutes are signed; scan, upload and file all final Board documents.
Draft notices to be sent by Senior Director of Board Relations/Assistant Board Secretary.
Collect, collate, and archive Trustees’ annual conflict of interest questionnaires.
Review responses and follow up with Trustees or their offices for clarifying or missing information.
Prepare reports based on the questionnaire responses.
Update and maintain Trustee records, including affiliations documents, Board Committee membership lists, external website, and internal CRM as Board composition, Trustee status, or Committee assignments change.
Regularly update Trustee Directory and all linked documents, soliciting information from Trustees, their assistants, and Brookings staff.
Notify Development staff to regularly update or correct CRM with changes to Trustee information.
Regularly audit and update Trustee and staff information on the board portal and public-facing website.
Compile materials for Trustee orientations.
Draft communications from Senior Director to new Trustees, update documents, track edits, proofread, build final orientation books, post on board portal, and archive.
Collect all necessary information from new Trustees and their assistants.
Create fillable PDFs, online surveys, and investigate and implement other methods of collecting information from Trustees and their staffs.
Proofread and copyedit documents.
Support new users gaining access to board portal; trouble-shoot user issues as they arise.
Respond to questions from Trustees and their staffs about Board meetings, Committee meetings, requests for information, etc.
Draft and proofread correspondence.
Provide Development staff with updates related to interactions with Trustees for updating CRM.
Take meeting notes and ensure follow-up.
Handle sensitive information and confidential projects.
In support of the Board’s Nominations and Governance Committee, work with Development researchers, other Development staff, and Office of General Counsel to synthesize background research materials regarding prospective Trustees.
Format and prepare reports for management and Board review.
Regularly update documents.
Related to Trustee reelections, assist with analysis of Trustee data and projections related to Board composition, including Trustee engagement on the Board and philanthropy.
Conduct ad-hoc research assignments regarding Board composition and comparative data.
Through general reading, research, and attendance at events (as time permits), keeps up to date with Brookings research programs and Trustee interests.
Ensures notification of Trustees about Brookings events and activities.
Schedule internal and external meetings regarding Board business and activities, including certain Board Committee meetings, internal planning meetings, etc.
Provide logistical and technical support for remote meetings and conference calls, send calendar appointments, track anticipated attendance, and prepare attendance reports.
Ensure agendas and materials are timely distributed in advance and appropriate follow-up occurs.
Submit expense reports and ensure timely responsiveness for administrative requests.
Serve as a member of the team supporting Board meetings and special events to which Trustees are invited, either in-person or remotely.
Participate in planning and execution, serving as a resource to staff and Trustees, executing some technical requirements of remote meetings, and providing gracious, attentive support at in-person meetings.
Provide coordination support for EO special projects.
Handle a wide range of responsibilities from highly visible deliverables such as drafting questions and related materials for the projects, preparing staff-wide communications and a project plan, and writing a final report, to administrative tasks, such as reserving rooms and managing sign-ups, as required by the project.
Other examples may include research and editorial tasks related to recurring content deliverables prepared for Trustees and advisory audiences, and/or contributing to other communications from the President to the Board.