What are the responsibilities and job description for the Special Events Assistant (IS-1001-07) position at Smithsonian Institution?
Description
OPEN DATE: March 3, 2025
CLOSING DATE: March 14, 2025 (This job will close once 100 applications are received which may be sooner than the closing date.)
POSITION TYPE: Trust Fund
APPOINTMENT TYPE: Indefinite
SCHEDULE: Full Time
DUTY LOCATION: Washington, DC
Position sensitivity and risk: Non-sensitive (NS)/Low Risk
Position sensitivity and risk: Non-sensitive (NS)/Low Risk
Open to all Qualified Applicants
What are Trust Fund Positions?
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.
- 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
The Special Events Assistant position is in the Office of Special Events and Protocol (OSEP) within the Smithsonian Institution. This office has the responsibility for the coordination and logistical planning of special events for the Board of Regents, the Secretary, the Under Secretaries, higher level management of the Smithsonian Institution, the Office of Advancement, and pan-Institutional organizations and other offices throughout the Smithsonian. The Office of Special Events and Protocol reports to the Assistant Secretary, Office of Communications and External Affairs.
DUTIES AND RESPONSIBILITIES
- Assists in the coordination and collection of information and briefing materials from Smithsonian Institution units, which are used to inform the principal(s) of their participation in events including but not limited to press conferences, lectures, receptions, dinners, luncheons, donor and constituent cultivation activities, and official government functions and ceremonies.
- The incumbent assists in preparing and coordinating logistical arrangements and administrative functions for the Office of Special Events and Protocol. Performs a wide variety of administrative tasks including, but not limited to:
- Receive and screen telephone calls, determine needs of caller and provide requested information or refer to appropriate person for action - this includes space calls and room reservations.
- Prepare travel authorizations and vouchers for the unit; make travel and hotel reservations, prepare itinerary and background information packets prior to each trip.
- Enters and receives small purchase orders into the Smithsonian financial system.
Maintains the monthly SI wide Special Events Calendar for the Office of Special Events and Protocol and distributes it throughout the Institution.
QUALIFICATION REQUIREMENTS
- Knowledge of special events production and protocol.
- Ability to schedule special events.
- Ability to communicate in writing to issue and monitor invitations to events and create memoranda for events.
- Knowledge of proper spelling, grammar, punctuation and standard business letter writing to prepare correspondence.
- Ability to communicate orally and in writing in a clear and objective manner. Ability to communicate orally to issue invitations to events.
- Ability to manage an office filing system.
- Knowledge of and skill in word processing, data entry and analysis, as well as demonstrated computer aptitude and experience.
- Ability to interact diplomatically and effectively with a variety of people.
- Ability to handle several projects simultaneously.
- A basic foundation of administrative skills, concepts, principles, and practices sufficient to perform independently.
- Knowledge of administrative processes in order to help facilitate the procedural operations for an effective and efficient office.
- Knowledge of automated office applications such as MS Word, Office Excel, Access, etc.
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 OHRTrustBranch@si.edu. 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 provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact OHRTrustBranch@si.edu. 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: https://www.si.edu/oeesd.
About Smithsonian Institution
Founded in 1846, the Smithsonian is the world’s largest museum and research complex of 21 museums and galleries, the National Zoo and Conservation Biology Institute, and 14 education and research facilities. There are more than 6,500 Smithsonian employees, including approximately 500 scientists. The total number of objects, works of art and specimens at the Smithsonian is estimated at more than 157 million.
