Board Relations Coordinator

About the Role

The Brookings Institution is a nonprofit public policy organization dedicated to providing nonpartisan research and policy strategies. The Executive Office (EO) supports the Institution's research programs, external affairs, and business operations. The Board Relations Coordinator provides key support to the Senior Director of Board Relations, Assistant Secretary of the Board of Trustees, the President, and the EO team to advance the Institution's Board of Trustees governance goals and support EO special projects.

Position Location

• On-site: 4 days per week.
• On-site: 5 days during Board and Committee meeting weeks, prior meeting preparation weeks, and as needed.

Key Responsibilities

Board Governance (55%)

• Maintain and update the annual project plan for Board and Committee meeting planning, materials, and documentation.
• Provide timely updates on progress and adjust as necessary in consultation with the Senior Director of Board Relations.
• Create first drafts of agendas for Board, Executive Committee, and Nominations and Governance Committee meetings in consultation with the Senior Director.
• Create templates for new minutes, resolutions, and Board documents.
• Take accurate notes for the minutes of Board, Executive Committee, Nominations and Governance Committee meetings, and other Board Committee meetings as requested.
• Serve as the primary interface for scheduling and technical assistance with Brookings colleagues supporting the six Board Committees.
• Post all Board and relevant Board Committee meeting documents on the board portal (BoardEffect).
• Develop and maintain a 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 a searchable database for resolutions and minutes.
• Ensure approved resolutions and minutes are signed, scanned, uploaded, and filed.
• Draft notices to be sent by the Senior Director of Board Relations/Assistant Board Secretary.
• Collect, collate, and archive Trustees’ annual conflict of interest questionnaires.
• Review questionnaire responses and follow up for clarifying or missing information.
• Prepare reports based on 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 the Trustee Directory and all linked documents, soliciting information from Trustees, their assistants, and Brookings staff.
• Notify Development staff to 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.
• 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.

Governance Support of Trustees (15%)

• Support new users gaining access to the board portal and troubleshoot user issues.
• Respond to questions from Trustees and their staffs about Board meetings, Committee meetings, and requests for information.
• 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.

Research Support and Coordination (10%)

• Synthesize background research materials regarding prospective Trustees in support of the Board’s Nominations and Governance Committee, working with Development researchers, other Development staff, and the Office of General Counsel.
• Format and prepare reports for management and Board review.
• Regularly update documents.
• Assist with analysis of Trustee data and projections related to Board composition, including Trustee engagement on the Board and philanthropy, related to Trustee reelections.
• Conduct ad-hoc research assignments regarding Board composition and comparative data.
• Keep up-to-date with Brookings research programs and Trustee interests through general reading, research, and attendance at events.
• Ensure notification of Trustees about Brookings events and activities.

Administrative and Meeting Support (10%)

• Schedule internal and external meetings regarding Board business and activities.
• 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.
• Participate in planning and execution, serving as a resource to staff and Trustees, executing some technical requirements of remote meetings, and providing support at in-person meetings.

Special Projects (10%)

• Provide coordination support for EO special projects.
• Handle a wide range of responsibilities from drafting questions and related materials for projects, drafting staff-wide communications, and writing a final report, to administrative tasks such as reserving rooms and managing sign-ups.
• Contribute to other communications from the President to the Board.

Requirements & Tech Stack

• Microsoft Office suite, especially Excel.
• Capacity to learn other software including Publisher, Adobe Pro, and Raiser’s Edge or other CRM.
• BoardEffect (board portal).

Qualifications

• Bachelor’s degree required.
• Relevant internship or administrative experience preferred (0–2 years), ideally in a related field and/or nonprofit organization.
• Experience or comfort working with high-profile and accomplished individuals is preferred.
• Exposure to organizing meetings with senior stakeholders is preferred.
• Excellent interpersonal, organizational, technical, and communication skills required.
• Excellent grammar, spelling, proofreading, and editing skills.
• Ability to research information and compile for briefings.
• Acute attention to detail.
• Must be discreet, dependable, and work quickly.
• 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 communicate professionally and courteously with Trustees, the public, and internal colleagues, including by phone and email.
• Ability to function independently and in close cooperation with others.
• Ability to coordinate a variety of tasks simultaneously and consistently follow up on details.