Executive Assistant

Job Description

Description

OPEN DATE: April 15, 2024

CLOSING DATE: May 3, 2024

POSITION TYPE: Trust Fund

APPOINTMENT TYPE: Trust Permanent

SCHEDULE: Full Time

DUTY LOCATION: Washington, DC

Moderate Risk/Non-Sensitive

Open to all qualified applicants

What are Trust Fund Positions?

Trust Fund positions are unique to the Smithsonian. They are paid for from a variety of sources, including the Smithsonian endowment, revenue from our business activities, donations, grants and contracts. Trust employees are not part of the civil service, nor does trust fund employment lead to Federal status. The salary ranges for trust positions are generally the same as for federal positions and in many cases trust and federal employees work side by side. Trust employees have their own benefit program and may include Health, Dental & Vision Insurance, Life Insurance, Transit/Commuter Benefits, Accidental Death and Dismemberment Insurance, Annual and Sick Leave, Family Friendly Leave, 403b Retirement Plan, Discounts for Smithsonian Memberships, Museum Stores and Restaurants, Credit Union, Smithsonian Early Enrichment Center (Child Care), Flexible Spending Account (Health & Dependent Care).

Conditions of Employment

Pass Pre-employment Background Check and Subsequent Background Investigation for position designated as low risk.

Complete a Probationary Period

Maintain a Bank Account for Direct Deposit/Electronic Transfer.

The position is open to all candidates eligible to work in the United States. Proof of eligibility to work in U.S. is not required to apply.

Applicants must meet all qualification and eligibility requirements within 30 days of the closing date of this announcement.

OVERVIEW

Come join a team of dedicated staff at an exceptional time in the Smithsonian’s history as we prepare for the Smithsonian Campaign for Our Shared Future. This ambitious fundraising campaign’s public phase will run from 2024 to 2026, culminating with the nation’s 250th anniversary. It will expand the Smithsonian’s reach and impact, empowering the institution to find solutions to today’s most pressing challenges. The Smithsonian is also planning two exciting new museums. The National Museum of the American Latino and the Smithsonian American Women's History Museum share the experiences and perspectives of Latinos and women across history and deepen our shared understanding of what it means to be an American. The Smithsonian has built a model fundraising organization, driven by talented staff across our many museums, research centers and cultural centers. There is no better time to join this amazing Institution.

The Office of Advancement oversees and guides the fundraising efforts of the entire Smithsonian and is home to the central development organization for the Institution. In addition to raising significant support for a variety of Smithsonian initiatives, the Office of Advancement provides support services to advancement offices across the Institution. The office engages with staff throughout the Smithsonian in accomplishing their goals.

DUTIES AND RESPONSIBILITIES

The Smithsonian’s Office of Advancement seeks a candidate to fill the role of Executive Assistant in the Office of the Assistant Secretary of Advancement (ASA). The position plays an important role in supporting complex administrative functions within a dynamic organization. The Executive Assistant’s judgment, tact, diplomacy, and precision are critical to the Assistant Secretary’s success in dealing with multiple and often competing interests. The sensitivity of the position requires the incumbent to have the full trust and confidence of the ASA and the Associate Director for Advancement/Liaison to the Office of the Secretary (ADA). This position reports to the ADA.

Duties include:

Oversee the ASA’s complex calendar and daily scheduling, including planning and coordinating logistics for all travel, procurement and related reimbursement requests for the ASA and the ADA.

Operational support for the ASA’s suite including database entry, spreadsheet creation, high-level correspondence, filing, and greeting visitors.

Conducts research and assembles materials to assist the ASA and ADA to prepare for meetings and presentations, background briefings, etc.

Prepares and/or reviews correspondence for the ASA’s signature and directs revisions, identifies timelines/deadlines for communications, prepares briefings, and drafts ASA remarks and associated presentations using various methods including PowerPoint.

Responsible for smooth and continuing communications and serves as administrative liaison with a wide range of colleagues within the Smithsonian and representatives of various external organizations, both nationally and internationally, to include prospects and donors.

QUALIFICATION REQUIREMENTS

Successful candidates will demonstrate superior writing, editing, and oral communications skills,

strong organizational skills, and the ability to productively support multiple priorities. Considerable initiative, self-motivation, and seasoned judgement are required – candidates must demonstrate an ability to solve problems through critical and analytical thinking. Candidates must have demonstrated experience with current office technology including Microsoft Office Suite and iPhone. A minimum of three-years of related work and knowledge of fundraising strategies, principals, and techniques and experience in complex higher education or a large cultural or environmental organization is preferred.

Applicants who wish to qualify based on education completed outside the United States must be deemed equivalent to higher education programs of U.S. Institutions by an organization that specializes in the interpretation of foreign educational credentials. This documentation is the responsibility of the applicant and should be included as part of your application package.

Any false statement in your application may result in your application being rejected and may also result in termination after employment begins.

Application Instructions

The Smithsonian Institution values and seeks a diverse workforce. Join us in "Inspiring Generations through Knowledge and Discovery." Interested candidates should submit their resumes and a cover letter by May 3, 2024. Resumes should include a description of your paid and non-paid work experience that is related to this job; starting and ending dates of job (month and year); and average number of hours worked per week. Relocation expenses are not paid.

What To Expect Next: Once the vacancy announcement closes, a review of your resume will be compared against the qualification and experience requirements related to this job. After review of applicant resumes is complete, qualified candidates will be referred to the hiring manager.

Commitment to Diversity, Equity, and Inclusion

The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact . Determinations on requests for reasonable accommodation will be made on a case-by-case basis. To learn more, please review the Smithsonian’s Accommodation Procedures.

The Smithsonian Institution is an Equal Opportunity Employer. We believe that a workforce comprising a variety of educational, cultural, and experiential backgrounds support and enhance our daily work life and contribute to the richness of our exhibitions and programs. See Smithsonian EEO program information: