Executive Assistant - Washington D.C. - Smithsonian

    Smithsonian
    Smithsonian Washington D.C.

    23 hours ago

    Description
    Executive Assistant (IS
    Application Deadline: 26 March 2026
    Department: Smithsonian Science Education Center
    Employment Type: Full Time
    Location: Washington, DC
    Reporting To: SSEC Executive Director
    Compensation: $85,447 - $91,145 / year
    Description
    OPEN DATE: February 24, 2026
    CLOSING DATE: March 26, 2026 (This job will close once 100 applications are received which may be sooner than the closing date.)
    POSITION TYPE: Trust Fund
    SALARY: 85, ,145
    A PPOINTMENT TYPE: Temporary Not to Exceed One (1) Year, with the possibility of extension contingent on funding availability.
    SCHEDULE: Full Time
    DUTY LOCATION: Washington, DC
    Position sensitivity and risk: Non-sensitive (NS)/Low Risk
    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, which 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.
    • 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
    Smithsonian Science Education Center (SSEC) is currently seeking an Executive Assistant. The person in this position serves as Executive Assistant to SSEC Executive Director (formally, "The Douglas M. Lapp and Anne B. Keiser Director"). The purpose of this position is to ensure that the Executive Director manages and meets all of his/her priorities and obligations. The role translates directly into SSEC meeting its priorities and obligations.
    This position is onsite and will require some (
    Executive Support & Calendar Management
    • Manage the Director's calendar, including scheduling, rescheduling, and coordinating representation for internal and external meetings, presentations, and conferences.
    • Prepare agendas and materials for weekly managerial staff meetings, monthly AllStaff meetings, and biannual SSEC Advisory Board meetings.
    • Manage travel preparations for the Director, including logistics, documentation, scheduling, and reconciliation in Smithsonian travel system in accordance with SI policies and procedures.
    • Attend meetings to document decisions, commitments, and followup actions; prepare and distribute minutes or summaries.
    • Ensure all matters requiring the Director's attention are thoroughly researched, analyzed, and presented with clear alternatives and are in alignment with SSEC's mission and values
    • Produce charts, spreadsheets, and PowerPoint presentations to support Director initiatives.
    • Coordinate travel arrangements for invitational travelers as needed.
    Executive Office Communication Support
    • Serve as the primary point of coordination for all communications for the Director, including email, phone, and inperson inquiries.
    • Respond to inquiries from donors, government officials, and privatesector leaders requesting information or meetings with the Director.
    • Ensure all external requests are handled professionally, promptly, and in alignment with Executive Office priorities.
    • Review proposals, inquiries, and recommendations to the Director; gather and analyze background information for relevance and completeness.
    • Redirect items not requiring the Director's attention to appropriate staff and ensure communications include all necessary participants.
    • Track followups to ensure timely responses.
    • Ensure all written materials are properly formatted, accurate, and free of errors.
    • Prepare routine correspondence for the Director's signature and draft responses to inquiries as needed
    Office & Administrative Operations
    • Manage daily office needs, including ordering supplies, maintaining service and equipment purchase orders, and facilitating credit card purchases for the Executive Office.
    • Maintain organized files and records for the Director's ongoing meetings and projects.
    • Conduct annual file reviews to determine what materials should be retained, archived, transferred, or destroyed.
    QUALIFICATION REQUIREMENTS
    • Bachelor's degree preferred or equivalent experience.
    • Previous experience (2-3 years) supporting a high-level executive, with duties that range from managing a calendar, scheduling complex travel, monitoring email, etc.
    • Demonstrated knowledge of MS Office computer software applications required - especially MS Outlook, Teams, Excel, and Power Point.
    • Problem-solver with strong demonstrated attention to details, organizational skills, and professionalism.
    • Demonstrated written professional communication skills with the ability to prepare, review and edit correspondence, email, meeting notes, and reports for Executive Director.
    • Skill in oral communication to delegate on behalf of the Executive Director, receive phone calls and guests, arrange meetings, prepare and review correspondence, brief executives and staff on issues of interest to the Executive Director and plan for meetings, travel and other commitments.
    • Ability to manage multiple priorities simultaneously.
    • Experience writing for a blog, website, or social media.
    • Previous experience supporting or working with a professional Advisory Board a plus.
    • Knowledge of Smithsonian Institution systems preferred.
    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 rejection of your application and may also result in termination after employment begins.
    Join us in "Inspiring Generations through Knowledge and Discovery."
    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.
    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.
    Relocation expenses are not paid.
    The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact SSEC- 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.
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