Special Events Assistant

Position Overview

The Special Events Assistant role, part of the Office of Special Events and Protocol at the Smithsonian Institution in Washington, DC, focuses on coordinating and planning logistical elements for various high-level special events. Reporting to the Assistant Secretary of Communications and External Affairs, the role supports events for senior management including the Board of Regents, Secretary, and others across the Smithsonian.

Key Duties and Responsibilities

• Coordinate and gather information and briefing materials from Smithsonian units to prepare principals for participation in diverse events such as press conferences, lectures, receptions, dinners, luncheons, donor cultivation activities, and official ceremonies.
• Handle logistical and administrative arrangements, including managing telephone inquiries, scheduling space and room reservations, preparing travel authorizations and vouchers, booking travel and accommodations, and compiling itinerary and briefing packets.
• Manage small purchase orders within the Smithsonian financial system and maintain the Institution-wide monthly Special Events Calendar, ensuring its distribution across the Smithsonian.

Required Knowledge and Skills

• Familiarity with special events planning and protocol procedures.
• Ability to effectively schedule and organize special events.
• Strong written communication skills for issuing and tracking event invitations and producing official memos.
• Proficiency in business writing including spelling, grammar, and punctuation.
• Clear and objective oral and written communication skills, including the ability to communicate event invitations.
• Competence in managing office filing systems and handling multiple projects simultaneously.
• Experience with word processing, data entry, and analytical tasks, along with strong computer proficiency in MS Word, Excel, Access, and other office applications.
• Demonstrated diplomatic interpersonal skills to interact productively with diverse stakeholders.
• Understanding of administrative principles and office procedures to independently execute work efficiently.

Additional Information

This is a Trust Fund position unique to the Smithsonian, supported by endowments, business revenue, donations, and grants. Trust employees do not obtain federal status but have comparable salary ranges and work alongside federal staff. Benefits include health, dental, vision, life insurance, transit benefits, leave policies, a 403b retirement plan, and discounts for memberships and museum facilities. Employment requires passing a background check and probationary period, maintaining a bank account for direct deposit, and eligibility to work in the U.S. Applications are open to all qualified candidates regardless of federal employment status. Relocation expenses will not be reimbursed. Reasonable accommodations for disabilities are available upon request. The Smithsonian values diverse backgrounds and is an equal opportunity employer.