Director, Office of Special Events & Protocol, IS-0301-14

Smithsonian Institution•Washington, DC

2d•Onsite

About The Position

This position is located in the Office of Special Events and Protocol (OSEP), Office of the Assistant Secretary Communications & External Affairs at the Smithsonian Institution (SI). The position serves as the Director of the Office of Special Events and Protocol and principal advisor to the Secretary, the Assistant and Under Secretaries, as well as other key management officials on matters relating to special events, conferences, and protocol work. OSEP’s mission is to support the Smithsonian’s goals by providing exemplary special events management and authoritative protocol guidance. Our team builds meaningful connections, fosters strategic partnerships, and produces distinctive, high-quality events that reflect and reinforce SI’s values.

Requirements

Bachelor’s degree (B.A.) from an accredited four-year college or university and 5-7 years of related experience; or an equivalent combination of education and experience.
Minimum of three years of progressively responsible supervisory experience demonstrating increasing levels of leadership and management responsibility.
Experience directing a high-level events or protocol office, with responsibility for strategic planning, establishing organizational goals, managing large-scale programs, and overseeing the full lifecycle of high-visibility events.
Demonstrated ability to manage budgets, allocate resources, and ensure compliance with internal controls and organizational policies.
At least three years of progressive supervisory experience, including selecting, developing, and evaluating staff; assigning and monitoring work; managing performance through formal appraisal systems; providing coaching and counseling; approving leave; and identifying and supporting employee training and development needs.
Experience developing, implementing, and interpreting policies, procedures, and standards related to events, protocol, or operations.
Demonstrated ability to provide authoritative guidance to senior leadership, staff, and external stakeholders, and to ensure compliance with organizational and legal requirements.
Proven experience managing high-profile events involving senior executives, board members, dignitaries, or government officials.
Expertise in protocol, event logistics, and stakeholder coordination across multiple internal and external partners.
Experience serving as a principal advisor and liaison to senior leadership, coordinating briefing materials, and managing relationships with external organizations, including government agencies, nonprofits, academic institutions, and private sector partners.
Experience serving in a Contracting Officer Technical Representative (COTR) or similar capacity, including negotiating contracts, managing vendors, and overseeing services such as catering, venues, transportation, and event production.
Demonstrated ability to lead cross-functional coordination, convene stakeholders, maintain communication across multiple offices or institutions, and manage complex scheduling and event calendars.
Must meet all qualification and eligibility requirements within 30 days of the closing date of this announcement.
Must be eligible to work in the United States.

Nice To Haves

Experience 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.

Responsibilities

Serves in a developmental leadership capacity as the Supervisor of the Special Events and Protocol Office.
Responsible for coordinating and overseeing the planning, programming, and management of the unit’s special events in support of established organizational priorities.
Assists in developing annual goals and objectives for the office and contributes to identifying milestones and responsibilities for program segments.
Supports the formulation of the Office of Special Events and Protocol’s budget and monitors day-to-day execution to ensure expenditure remains within approved limits.
Ensures internal controls are followed in daily operations to prevent fraud, waste, and abuse and to promote responsible stewardship of resources.
Supervises staff by assigning work, providing technical guidance, and monitoring progress to ensure alignment with organizational goals.
Communicates work requirements and performance expectations through the formal performance management system.
Observes and evaluates employee performance, provides ongoing feedback, and prepares performance appraisals.
Advises employees on work and administrative matters, reviews and approves leave requests, and identifies training needs to support staff development.
Ensures that employees understand and comply with applicable safety requirements.
Implements and supports the application of special events and protocol policies within the Office of Special Events and Protocol (OSEP).
Provides senior level guidance on the execution of events to ensure logistical, operational, and protocol requirements are met in accordance with Smithsonian standards.
Manages a diverse portfolio of unit events requiring coordination, policy adherence, and protocol awareness.
Contributes to the development and refinement of policies, procedures, and standards governing special events and conference activities.
Consults with the Office of the Chief Legal Officer on matters with legal implications and provide clarification to staff and stakeholders on the interpretation and application of SD 401.
Evaluates requests for event space by applying knowledge of Smithsonian policies and priorities.
Participates in the Special Events Policy Committee and supports oversight of facility use under SD 401.
Coordinates the review and processing of special events and conference requests to ensure compliance with established guidelines.
Serves as a senior advisor and liaison for events and conferences involving co-sponsored activities.
Oversees staff responsible for gathering information and preparing briefing materials for principals participating in events such as press conferences, lectures, receptions, donor engagements, and official ceremonies.
Ensures briefing packets are accurate, complete, and distributed to appropriate leadership and participants.
Provides advisory support in planning cost estimates and developing schedules for events, symposia, conferences, and meetings.
Supports efforts to generate unrestricted Trust Fund revenue by assisting in the promotion of the Smithsonian Institution Building (“The Castle”), the Enid A. Haupt Garden, and the Arts and Industries Building as event venues, in accordance with SD 401.
Collaborates closely with the Office of Advancement to ensure that donor relations and Smithsonian National Board activities are properly coordinated.
Convenes regular meetings with special events coordinators and staff to maintain communication and alignment throughout the planning and implementation process.
Reviews proposed events and conferences from museums and research centers to ensure compliance with SD 401 and related policies.
Ensures the maintenance of a master calendar of special events and conferences.
Serves as a Contracting Officer’s Technical Representative (COTR) for special events and conferences, with delegated authority to monitor contractor performance and recommend approval of services provided by hotels, caterers, translators, transportation companies, printers, and other vendors.
Supports the unit’s commitment to providing equitable opportunities for all qualified vendors.
Performs other duties as assigned.