Executive Assistant, IS-0301-09

Smithsonian Institution•Washington, DC

3d•$70,623 - $91,815•Onsite

About The Position

The Executive Assistant to the Director and primary liaison from the Director’s office to the Board of Trustees for the Smithsonian’s Archives of American Art (AAA) plays a pivotal role in the organization. This role works closely with AAA’s staff, particularly senior staff, peers across the Smithsonian Institution, and AAA’s Board of Directors to ensure AAA meets its strategic goals and organizational priorities. This position is responsible for a wide variety of administrative duties, general support, and coordination on numerous projects and programs within the Director’s office. It is the public face of the Director’s office for a range of contacts within and beyond the institution, including internationally.

Requirements

Established project management and administrative practices, techniques, and methodologies in order to plan, coordinate, prioritize, and execute tasks and projects with efficiency and accuracy
Nonprofit/advisory board roles and responsibilities, including governance
Analytical skills to research, gather, and evaluate information, and to prepare findings
Oral and written skills to draft, prepare, and produce a variety of documents, including correspondence, reports, meeting agendas and minutes, with efficiency and accuracy
Interpersonal skills to foster productive and cooperative relationships both within the organization and with outside parties, and to work effectively with individuals at all levels with tact, discretion, and consideration
Skills in computer applications and software, including the Microsoft Office suite of tools (Word, Excel, Powerpoint, Outlook, Teams), Adobe Creative Cloud, and travel systems such as Concur.
Knowledge of basic financial principles for accurate and efficient expense reporting, purchase order and contract preparation.

Responsibilities

Organizing and undertaking administrative work to promote the efficient operation of the Director’s office, including scheduling, travel arrangements, expense reporting, purchase orders and contracts, correspondence, file management, and onboarding new staff reporting to the Director.
Serving as the primary liaison between the nonprofit Board of Trustees (the advisory body for the Archives of American Art) and the Director’s office and AAA staff, and providing support to the Board of Trustees, including internal communications; meeting scheduling, agendas, and minutes; and fostering positive engagement between AAA and its Board.
Preparing internal communications, including staff communications and meetings on behalf of the Director, the triannual report to the Board of Trustees, and handbook for the Board of Trustees.
Supporting the execution of projects in the Director’s office, including the implementation of AAA’s strategic plan, assessment of organizational performance and impact, and other special initiatives.
Providing a positive customer service experience on behalf of the Director’s office for the variety of individuals, internal and external to the organization, interacting with the office, including office visitors.