Executive Assistant (IS-0301-11)

Application Deadline: 26 May 2026

Department: Smithsonian Science Education Center

Employment Type: Full Time

Location: Washington, DC

Reporting To: SSEC Executive Director

Compensation: $85,447 - $91,145 / year

Description

• Pass Pre-employment Background Check and Subsequent Background Investigation for position designated.
• Maintain a Bank Account for Direct Deposit/Electronic Transfer.
• The position is open to all candidates eligible to work in the United States. Proof of eligibility to work in U.S. is not required to apply.
• Applicants must meet all qualification and eligibility requirements within 30 days of the closing date of this announcement. 

OVERVIEW

DUTIES AND 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. 

QUALIFICATION REQUIREMENTS

• Bachelor’s degree preferred or equivalent experience. 
• Previous administrative 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. 
• 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.