Executive Assistant to the Director & Deputy

Smithsonian Institution; Northern (KY); On-site; USD 85,000 - 111,000; Full time

Job summary

The Smithsonian Institution's National Postal Museum in Washington, DC is seeking a Special Assistant, IS-0301-11 to provide high‑level administrative support to the Deputy Director and the Director. This full‑time, trust fund position helps advance museum priorities and manages confidential correspondence and scheduling.

Key duties include managing calendars, coordinating meetings, arranging travel, and assisting with project work plans, budgets, and milestones under senior leadership.

Qualifications

• Calendar management and scheduling experience.
• Ability to coordinate meetings and communications for senior leadership.
• Experience arranging travel and itineraries for executives.
• Demonstrated support for high-level administrative tasks.

Responsibilities

• Serves as a personal and confidential assistant to the Director/Deputy Director.
• Keeps the calendar for the Director and Deputy Director, establishing priorities at own discretion.
• Arranges for meetings, symposia, grant proposal calls, assembling correspondence, records, reports, and other materials.
• Makes travel arrangements, develops travel itineraries, and schedules and books all reservations for all travel accommodations.
• Under the direction of the Director/Deputy Director, assists with developing project work plans including budgets, spending plans, schedules, milestones, goals and objectives.

Skills

Calendar management

Meeting coordination

Travel arrangements

Executive support

Tools

Microsoft Office

Job description

The Smithsonian Institution's National Postal Museum in Washington, DC is seeking a Special Assistant, IS-0301-11 to provide high‑level administrative support to the Deputy Director and the Director. This full‑time, trust fund position helps advance museum priorities and manages confidential correspondence and scheduling.

Key duties include managing calendars, coordinating meetings, arranging travel, and assisting with project work plans, budgets, and milestones under senior leadership.