Special Assistant, IS-0301-09

Smithsonian Institution; Edgewater (MD); On-site; USD 71,000 - 78,000; Full time

Job summary

The Smithsonian Institution’s Smithsonian Environmental Research Center in Edgewater, MD is seeking a Special Assistant to the Director and Senior Management. This full-time position supports calendar management, meeting coordination, and the preparation of correspondence and briefing materials.

You will serve as a liaison to Smithsonian offices, arrange travel, and assist with events. A bachelor’s degree and strong MS Office skills are required, with opportunity for professional growth within a

Qualifications

• Bachelor's degree required.
• Strong time management and organizational skills.
• Excellent written and verbal communication abilities.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint).

Responsibilities

• Manage the Director's calendar and coordinate meetings.
• Prepare correspondence and briefing materials.
• Attend meetings, take notes, and prepare summaries.
• Receive and screen communications; refer to Director or staff as needed.
• Serve as liaison to Smithsonian offices for administrative matters.
• Prepare travel authorizations and vouchers; arrange travel and lodging.
• Assist with campus tours and special events coordination.
• Perform additional administrative and program tasks as directed.

Skills

Time management

Communication

Writing skills

Diplomacy

Teamwork

Administrative skills

Microsoft Office

Multi-tasking

Education

Bachelor's degree

Tools

Microsoft Office

Word

Excel

PowerPoint

Job description

Special Assistant, IS-0301-09

Application Deadline: 18 September 2026

Department: Smithsonian Environmental Research Center

Employment Type: Full Time

Location: Edgewater, MD

Compensation: $70,623 - $77,687 / year

Description

OPEN DATE: August 25, 2026

CLOSING DATE: September 18, 2026

POSITION TYPE: Trust Fund
APPOINTMENT TYPE: Indefinite

SCHEDULE: Full Time

DUTY LOCATION: Edgewater, MD

Position Sensitivity and Risk:Non-sensitive (NS)/low risk

Open to all qualified applicants

What are Trust Fund Positions?

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).

Conditions of Employment

• Pass Pre-employment Background Check and Subsequent Background Investigation for position designated.
• Complete a Probationary Period.
• 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

The Smithsonian Environmental Research Center (SERC) is a leading research and education center within the Smithsonian Institution devoted to understanding and protecting the environment. Situated in a scenic semi-rural location near Annapolis, Baltimore, and Washington, DC, SERC brings together a thriving community of more than 200 scientists, educators, administrators, technicians, postdoctoral fellows, and student researchers. Together, they work alongside interns, over 500 dedicated volunteers, and engage with nearly 25,000 visitors annually. Covering 2,650 acres, SERC's campus functions as a living laboratory where long-term studies examine the health and resilience of forests, farmland, wetlands, shorelines, and estuarine ecosystems.

DUTIES AND RESPONSIBILITIES

Join the Smithsonian Environmental Research Center (SERC) as an Special Assistant to the Director and Senior Management. In this highly visible role, you will serve as a central liaison for the Director, managing calendars, coordinating meetings, preparing correspondence and briefing materials, and supporting a variety of strategic and administrative initiatives.

This full-time position provides exceptional opportunities for professional development and career growth at a world-class institution with an international reputation for excellence and innovation.

Provide comprehensive logistical and administrative support to the SERC Director and Senior Management by assisting with the coordination and execution of activities, including, but not limited to:

• Schedule meetings and maintain calendar for the Director
• Assist in creating meeting agendas and preparing presentations
• Attend meetings, take notes, prepare summary and action items
• Receive and screen communications and provide requested information or refer to Director or appropriate personnel for response and action
• Serve as a liaison to other Smithsonian offices for certain administrative matters
• Prepare travel authorizations and vouchers for Director and Senior Management, make travel and hotel reservations, prepare background information for trips
• Assist with campus tours and special events coordination
• Other Duties as Assigned - Performs additional administrative and program tasks as directed by management to support SERC operations.

QUALIFICATION REQUIREMENTS

Candidates may qualify for this position through a combination of education, demonstrated knowledge, and related professional experience.

• A bachelor's degree from an accredited college or university is required

To perform this position successfully, an individual must be able to carry out each essential duty satisfactorily. The qualifications listed below are representative of the knowledge, skills, and abilities required for the role.

KNOWLEDGE AND SKILLS

• Strong time management and organizational skills
• Excellent communications skills, both orally and in writing/emails
• Knowledge of proper spelling, grammar, punctuation and standard business letter writing to prepare correspondence
• Ability to interact diplomatically and effectively with a variety of people, including senior-level personnel within the Smithsonian and from external organizations
• Ability to work with in a team setting with senior-level personnel and to communicate their guidance and instruction to other staff to advance SERC programs and priorities
• A strong foundation of administrative skills, and knowledge of concepts, principles, processes and practices to help facilitate the procedural operations for an effective and efficient office
• Significant experience with Microsoft Office Suite applications; Word, Excel, PowerPoint
• Ability to manage diverse tasks simultaneously and to adjust in response to changing circumstances and timelines
• Ability to manage an office filing system
• Strong self-motivation and ability to work independently

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.

Relocation expenses are not paid.

The Smithsonian Institution provides reasonable accommodation for applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact [e-mail]. 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