Executive Assistant (IS-0301-11)

Smithsonian Institution•Washington, DC

2d•Onsite

About The Position

Smithsonian Science Education Center (SSEC) is currently seeking an Executive Assistant. The person in this position serves as Executive Assistant to SSEC Executive Director (formally, “The Douglas M. Lapp and Anne B. Keiser Director”). The purpose of this position is to ensure that the Executive Director manages and meets all of his/her priorities and obligations. The role translates directly into SSEC meeting its priorities and obligations. This position is onsite and will require some (<10% annually) travel.

Requirements

Bachelor’s degree preferred but not required or equivalent experience.
Previous experience (2-3 years) supporting a high-level executive, with duties that range from managing a calendar, scheduling complex travel, monitoring email, etc.
Demonstrated knowledge of MS Office computer software applications required – especially MS Outlook, Teams, Excel, and Power Point.
Problem-solver with strong demonstrated attention to details, organizational skills, and professionalism.
Demonstrated written professional communication skills with the ability to prepare, review and edit correspondence, email, meeting notes, and reports for Executive Director.
Skill in oral communication to delegate on behalf of the Executive Director, receive phone calls and guests, arrange meetings, prepare and review correspondence, brief executives and staff on issues of interest to the Executive Director and plan for meetings, travel and other commitments.
Ability to manage multiple priorities simultaneously.

Nice To Haves

Experience writing for a blog, website, or social media.
Previous experience supporting or working with a professional Advisory Board a plus.
Knowledge of Smithsonian Institution systems preferred.

Responsibilities

Manage the Director’s calendar, including scheduling, rescheduling, and coordinating representation for internal and external meetings, presentations, and conferences.
Prepare agendas and materials for weekly managerial staff meetings, monthly All‑Staff meetings, and biannual SSEC Advisory Board meetings.
Manage travel preparations for the Director, including logistics, documentation, scheduling, and reconciliation in Smithsonian travel system in accordance with SI policies and procedures.
Attend meetings to document decisions, commitments, and follow‑up actions; prepare and distribute minutes or summaries.
Ensure all matters requiring the Director’s attention are thoroughly researched, analyzed, and presented with clear alternatives and are in alignment with SSEC’s mission and values
Produce charts, spreadsheets, and PowerPoint presentations to support Director initiatives.
Coordinate travel arrangements for invitational travelers as needed.
Serve as the primary point of coordination for all communications for the Director, including email, phone, and in‑person inquiries.
Respond to inquiries from donors, government officials, and private‑sector leaders requesting information or meetings with the Director.
Ensure all external requests are handled professionally, promptly, and in alignment with Executive Office priorities.
Review proposals, inquiries, and recommendations to the Director; gather and analyze background information for relevance and completeness.
Redirect items not requiring the Director’s attention to appropriate staff and ensure communications include all necessary participants.
Track follow‑ups to ensure timely responses.
Ensure all written materials are properly formatted, accurate, and free of errors.
Prepare routine correspondence for the Director’s signature and draft responses to inquiries as needed
Manage daily office needs, including ordering supplies, maintaining service and equipment purchase orders, and facilitating credit card purchases for the Executive Office.
Maintain organized files and records for the Director’s ongoing meetings and projects.
Conduct annual file reviews to determine what materials should be retained, archived, transferred, or destroyed.