Special Assistant, IS-0301-11

Smithsonian Institution; Northern (KY); Hybrid; 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

Special Assistant, IS-0301-11

Application Deadline: 30 September 2026

Department: National Postal Museum

Employment Type: Full Time

Location: Washington, DC

Reporting To: Deputy Director

Compensation: $85,447 - $111,087 / year

Description

OPEN DATE: September 16, 2026

CLOSING DATE: September 29, 2026 (This job will close when the first 150 applications are received which may be sooner than the closing date).

POSITION TYPE: Trust Fund

APPOINTMENT TYPE: Indefinite

SCHEDULE: Full Time

DUTY LOCATION: Washington, DC

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).

OVERVIEW

The Smithsonian Institution's National Postal Museum (NPM) brings the story of communication and the postal system to life across 23,000 square feet of dynamic exhibition space, complemented by a research library, Postal Store and Philatelic Center, and museum shop. Home to nearly 6 million objects- ranging from miniature stamps to full-scale vehicles, the museum offers a fascinating look at how mail has connected people and shaped the world.

Welcoming more than 400,000 visitors each year, NPM is the Smithsonian's most-visited museum off the National Mall. Through innovative exhibitions, cutting-edge research, and engaging educational and public programs, the museum transforms the history of mail and philately into an accessible, relevant, and inspiring experience for diverse audiences.

This position is located within the Executive Office providing administrative support to both the Deputy Director and the Director. The Special Assistant will support Director initiatives and museum priorities.

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.

DUTIES AND RESPONSIBILITIES

• Serves as a personal and confidential assistant to the Director/Deputy Director. Reviews and keeps abreast of all correspondence and e-mail, determines which will be directed to the senior staff or others in the office.
• 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 and/or Deputy Director, assists with developing project work plans including, but not limited to budgets, spending plans, schedules, milestone charts, goals and/or objectives