Special Assistant (IS-0301-09)

Smithsonian Institution•Washington, DC

7d•Onsite

About The Position

This position is located in the Office of the Regents, Smithsonian Institution (SI), Washington, DC. The Office of the Regents provides senior staff support and counsel to the Board of Regents and its committees; facilitates communication with key Smithsonian leadership; and advises the Regents on policies, programs, and activities. The Board of Regents, which consists of the Chief Justice of the U.S., the Vice President of the U.S., three Senators, three Congressmen, and nine private citizens, provides overall oversight of the Smithsonian. The Special Assistant position provides support to the Counselor and Chief of Staff to the Board of Regents, Deputy Chief of Staff, and staff of the Office of the Regents, and is the primary point-of-contact for all calendar items for the Office of the Regents.

Requirements

Knowledge of established administrative concepts, practices, and procedures sufficient to perform a variety of assignments, resolve conventional problems, and adapt guidelines to specific situations.
Knowledge of established administrative concepts, practices, and procedures sufficient to carry out assignments, apply standard methods, and adapt guidelines to specific situations.
Knowledge of the organization’s mission, program scope, and operational activities sufficient to carry out assignments, apply established procedures, and adapt guidelines to specific situations.
Knowledge of administrative and management principles to schedule, coordinate, and integrate actions across multiple functions.
Knowledge of commonly used office automation software, including word processing, spreadsheets, databases, presentation tools, and electronic communication systems, sufficient to prepare documents, track information, and support office operations.
Skill in using standard office automation software functions to prepare documents, maintain data, and support information sharing.
Skill in following and applying established organizational policies, procedures, and practices to carry out assignments and support effective communication.
Skill in written and oral communications sufficient to preparing effective written presentations, reports, papers, and communication materials.
Education 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. This documentation is the responsibility of the applicant and should be included as part of your application package.
Any false statement in your application may result in rejection of your application and may also result in termination after employment begins.

Responsibilities

Serve as the primary scheduler for all Regent Board and committee meetings, coordinating with Regents’ staff members to support participation and maintain flexibility in planning.
Assist the Chief of Staff (CCOS) by coordinating commitments, communications, and priorities, and provides similar support to the Deputy Chief of Staff and other staff as required.
Assist with administrative functions of the Office of the Regents, including preparing and processing related documents for procurement and travel, and maintains office records and supplies.
Prepare and assemble Regent Board book materials in accordance with established formats and schedules, ensuring timely distribution to all Regents by approved deadlines.
Provides in-person support and assists with the coordination of events for the Office of the Regents, including special events hosted by the Office and Institution wide functions attended by Regents.
Coordinate Regent travel arrangements, including trips associated with Board and committee meetings, as well as special travel coordinated by the Office of the Regents.
Work with the Office of Special Events and Protocol on logistics and catering, confirms meeting attendance, assists speakers, and makes other arrangements (a/v, parking, transportation, etc.).
Assist in monitoring and coordinating activities important to the Chief of Staff (CCOS), ensuring that required materials are prepared for meetings, reports, and office functions.
Support the flow of communications by tracking and facilitating correspondence received through mail, electronic systems, telephone calls, and personal visits.
Review incoming communications to gather and prepare background information, and under established guidance, forwards items not requiring senior leadership’s attention to appropriate officials or staff.