DUTY LOCATION: Washington, DC 

Position sensitivity and risk:
Non-Sensitive, Moderate Risk

Who May Apply:
Open to all qualified applicants

This vacancy is intended to be filled at either the IS-14 or IS-15 level. Selection at the appropriate grade will be based on the candidate’s experience, competencies, and ability to meet the position requirements.

Trust Fund positions are unique to the Smithsonian. They are paid for from a variety of sources, including the Smithsonian endowment, revenue from our business activities, donations, grants and contracts. Trust employees are not part of the civil service, nor does trust fund employment lead to Federal status. The salary ranges for trust positions are generally the same as for federal positions and in many cases trust and federal employees work side by side. Trust employees have their own benefit program, which may include Health, Dental & Vision Insurance, Life Insurance, Transit/Commuter Benefits, Accidental Death and Dismemberment Insurance, Annual and Sick Leave, Family Friendly Leave, 403b Retirement Plan, Discounts for Smithsonian Memberships, Museum Stores and Restaurants, Credit Union, Smithsonian Early Enrichment Center (Child Care), Flexible Spending Account (Health & Dependent Care). 

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.

Supervisory & Management Duties
The incumbent serves as the Director of the Special Events and Protocol Office, overseeing all functions assigned to the Office of Special Events and Protocol. Responsible for overseeing the planning, programming and managing of the Institution’s major special events-primarily for the central Smithsonian administration and pan-Institutional offices and programs which lack the resources to execute events and conferences.

Establishes annual organizational goals and objectives which include milestones and assigns
responsibility for accomplishment of program functions. Develops the Office of Special Events and
Protocols budget and monitors execution on a continual basis to ensure that expenditures and
obligations do not exceed targeted amounts. Ensures that internal controls are incorporated into daily
operations to deter or prevent fraud, waste, and abuse in managing Smithsonian resources and
programs. Selects and develops employees, provides leadership and technical advice, and provides
guidance to event team. Assigns work and monitors work progress for compliance with organizational
goals. Communicates work requirements and provides guidelines and performance expectations for staff through the formal employee performance management system. Observes workers’ performance and conducts work performance appraisals. Provides informal feedback and periodically evaluates employee performance. Advises and counsels employees related to work and administrative matters. Reviews and approves or disapproves leave requests. Identifies employee training requirements and authorizes appropriate training requests; and ensures that subordinates are aware of and trained in safety requirements and comply with provisions of safety regulations.

SI Events & Protocol Policy
Leads the Office of Special Events and Protocol (OSEP) in providing Institution wide authority on protocol matters for all Smithsonian events, serving as the principal official responsible for developing,
implementing, and monitoring SD401, the Institution’s special events policy. Directs and oversees the full lifecycle of high visibility event planning and execution, ensuring that all logistical, operational, and protocol requirements are met with efficiency, consistency, and alignment to Smithsonian standards.

Provides expert guidance and direction to event teams, contractors, and service personnel, supporting
major programs for the Office of the Regents, the Office of the Secretary, and the Office of Advancement, as well as units lacking dedicated event staff. Manages a diverse portfolio of institutional events, including museum and exhibition openings, fundraising galas, dignitary and head of state visits, and board meetings, requiring advanced coordination, policy compliance, and authoritative protocol oversight.

Formulates and recommends policies, procedures and standards governing special events and
conference activities throughout the Institution. Consults with the Office of the Chief Legal Officer
regarding special events and conference issues that have legal implications for SI. Serves as a resource implementation of established policy and procedures, and provides clarification of policy interpretations, with special emphasis on those outlined in SD-401.

Determines the appropriateness of requests for event space and co-sponsorships from outside
organizations based on extensive, practiced knowledge of the policies, priorities and goals of the
Smithsonian Institution and the history of the Institution’s relationship with the outside organization.
Serves as Chair of the Special Events Policy Committee, which oversees the use of Smithsonian facilities for special events prescribed in SD-401. Coordinates and processes requests for approval of special events and conferences requiring Special Event Policy Committee attention and approval by the appropriate Under or Assistant Secretary to whom the sponsoring office reports.

SI Special Events Advisor
This position is the Smithsonian’s principal advisor and liaison and for events and conferences involving outside groups for SI co-sponsor events. Manage all related activities for events involving the Secretary, Assistant Secretaries and/or Under Secretaries. The incumbent manages staff functions that involve coordinating the collection of information and briefing materials from Smithsonian Institution units and outside organizations such as corporations, affiliated museums and organizations, universities, other federal agencies or other event hosts and facilities; assembling information into briefing packets which are used to inform the principal(s) of their participation in events including but not limited to press conferences, lectures, receptions, dinners, luncheons, donor and constituent cultivation activities, and official government functions and ceremonies; and distributing these briefing materials to relevant principals, senior management and other participants as appropriate. 

Oversee work that requires serving as an advisor to Smithsonian offices in planning cost estimates, and producing schedules for events, symposia, conferences and meetings. Generates annual unrestricted Trust Fund revenue through marketing the Smithsonian Institution Building “The Castle”, the Enid A. Haupt Garden and the Arts and Industries Building as event venues; and coordinates support for events involving the use of these venues and in other situations outlined in the Guidelines for use of Facilities for Special Events and Public Programs (SD-401).

Work requires close coordination and collaboration with the Office of Advancement staff to ensure that Smithsonian National Board and donor relations activities are properly executed.
Convenes regular meetings with special events coordinators and staff from museums and/or research
institutes to maintain clear lines of communication among integral partners throughout all phases of the event planning and implementation processes.

Reviews proposed events and conferences offered by museums and research centers to assure
compliance with SD-401, and other special events policy, standards and procedures. Coordinates event and conference scheduling involving invitations to the Regents, Secretary, Under Secretaries, Assistant of Secretaries, Smithsonian senior staff and Members of Congress. Ensures a master calendar of all special events and conferences at the Smithsonian and in the Washington metropolitan area is maintained.

Serves as a Contracting Officer Technical Representative (COTR) for special events and conferences,
with the authority to negotiate contracts and commit funds for services provided by hotels, caterers,
translators, transportation companies, printers and other suppliers required to support Smithsonian
events and conferences. Helps to meet Institutional goals by affording every opportunity to all catering firms and other vendors, including new, small, and minority- and women-owned firms, to do business with the Smithsonian.

Performs other duties as assigned.

Education and Experience:  To qualify for this position, applicants must possess a bachelor’s degree (B.A.) from an accredited four-year college or university and 7-10 years of related experience; or an equivalent combination of education and experience. Candidates must possess a minimum of three years of progressively responsible supervisory experience demonstrating increasing levels of leadership and management responsibility. 

 Experience required for this position is as follows:

Senior Leadership & Program Management:
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. 

Supervisory Experience:
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. 

Policy Development & Institutional Oversight:
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. 

Protocol & High-Level Event Management:
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. 

Advisory & Liaison Functions:
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. 

Contracting & Vendor Management:
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. 

Collaboration & Communication:
Demonstrated ability to lead cross-functional coordination, convene stakeholders, maintain communication across multiple offices or institutions, and manage complex scheduling and event calendars.

 

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.

Join us in "Inspiring Generations through Knowledge and Discovery."

 
Resumes should include a description of your paid and non-paid work experience that is related to this job; starting and ending dates of job (month and year); and average number of hours worked per week.

What To Expect Next: Once the vacancy announcement closes, a review of your resume will be compared against the qualification and experience requirements related to this job. After review of applicant resumes is complete, qualified candidates will be referred to the hiring manager.

 

Relocation expenses are not paid.

The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact [email protected]. Determinations on requests for reasonable accommodation will be made on a case-by-case basis. To learn more, please review the Smithsonian’s Accommodation Procedures. 

 

The Smithsonian Institution is an Equal Opportunity Employer. To review The Smithsonian's EEO program information, please click the following: https://www.si.edu/oeo