Staff Assistant

Description:

DUTIES AND RESPONSIBILITIES

The Smithsonian’s Office of Advancement seeks a candidate to fill the role of Executive Assistant in the Office of the Assistant Secretary of Advancement (ASA). The position plays an important role in supporting complex administrative functions within a dynamic organization. The Executive Assistant’s judgment, tact, diplomacy, and precision are critical to the Assistant Secretary’s success in dealing with multiple and often competing interests. The sensitivity of the position requires the incumbent to have the full trust and confidence of the ASA and the Associate Director for Advancement/Liaison to the Office of the Secretary (ADA). This position reports to the ADA.

Duties include:

• Oversee the ASA’s complex calendar and daily scheduling, including planning and coordinating logistics for all travel, procurement and related reimbursement requests for the ASA and the ADA.
• Operational support for the ASA’s suite including database entry, spreadsheet creation, high-level correspondence, filing, and greeting visitors.
• Conducts research and assembles materials to assist the ASA and ADA to prepare for meetings and presentations, background briefings, etc.
• Prepares and/or reviews correspondence for the ASA’s signature and directs revisions, identifies timelines/deadlines for communications, prepares briefings, and drafts ASA remarks and associated presentations using various methods including PowerPoint.
• Responsible for smooth and continuing communications and serves as administrative liaison with a wide range of colleagues within the Smithsonian and representatives of various external organizations, both nationally and internationally, to include prospects and donors.