Special Assistant (IS-0301-12)

Description

• Pass Pre-employment Background Check and Subsequent Background Investigation for position designated.
• 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

DUTIES AND RESPONSIBILITIES

• Serves as the Special Assistant to the Director of the Museum ensuring smooth operations in the front office by using organizational skills and exercising considerable diplomacy and tact.
• Serves as the primary point of contact for staff and other visitors to the Director's Office.
• Manages Director's calendar, accepting, declining, rescheduling, or arranging alternate representation for meetings, speaking engagements, ceremonies, travel, and other obligations.
• Maintains an awareness of all activities important to the Director, and anticipates all materials needed by the Director for various meetings, reports, and a wide range of museum functions.
• Manages the office; establishes and maintains the Director's files, obtaining materials from other sources as necessary.
• Prepares, processes, tracks, and creates and submits vouchers for the Director's travel, as well as travel for occasional special guests and visitors.
• Provides advice and recommendation on matters relative to the coordination, integration, and synchronization of events and activities personally affecting and involving the Director.
• Contributes to the development, coordination, drafting and implementation of the museum-wide policy and guidance pertaining to office administrative procedures and directives.
• Monitors and facilitates all communications, including regular and electronic mail, and telephone calls, and receives in person visitors to the Director’s Office.
• Reviews proposals, inquiries, recommendations, and other communications; gathers, prepares, and analyzes for relevance and/or assures that background information is provided.
• Arranges and prepares agendas for a variety of meetings, including the regular staff meetings, Senior Leadership Team meetings, and those associated with the site selection and other early phases of museum development, and assists in organizing NMAH Advisory Board meetings in collaboration with NMAH Advancement staff.
• Coordinates briefings, conferences and other meetings involving the Director; anticipates and gathers or develops necessary data and information in advance.
• Develops plans of action which can be implemented in a timely manner as well as providing sound, mature advice and recommendations concerning various proposed or anticipated events and activities.
• Assembles background material; attends meetings, taking notes of requirements, commitments, and decisions made; and prepares and distributes minutes or summaries.

QUALIFICATION REQUIREMENTS

• Ability to plan and coordinate a wide variety of activities relating to the programs of the Museum, to include coordinating and tracking the flow of incoming and outgoing correspondence; planning and scheduling meetings, conferences and travel; designing and organizing filing systems; locating and assembling information; following up with management and staff for assignments and commitments; organizing, coordinating and prioritizing a large amount of paperwork and electronic documents; and managing day-to-day activities.
• Skill in developing procedures and other guidance for administering program services, and in recommending work processes sufficient to conduct administrative support functions or program operations support.
• Knowledge and understanding of management principles, practices, methods, and techniques as well as skill in integrating administrative services with the general management of an organization in order to plan and coordinate functions of the office.
• Skill in customer service to respond to inquiries and assignments from multiple sources; to anticipate and respond to needs of the Director; to support the collaborations between the Director and senior staff, senior SI management and Senior Leadership Team; and to respond to staff and others' visits, phone calls and emails.
• Skill in written communication to prepare, review and edit correspondence, email, and reports for Director.
• Skill in oral communication to delegate on behalf of the Director, receive phone calls and guests, arrange meetings, prepare, and review correspondence, brief executives, and staff on issues of interest to the Director and make arrangements for meetings.

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