Special Events Assistant, IS-1001-07

The Special Events Assistant supports the Office of Special Events and Protocol at the Smithsonian Institution by coordinating logistical arrangements and administrative functions for special events. Responsibilities include assisting with briefing materials, managing travel and hotel reservations, handling phone calls and room reservations, processing purchase orders, and maintaining the institution-wide special events calendar.

Responsibilities

• Assists in the coordination and collection of information and briefing materials from Smithsonian Institution units, 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.
• The incumbent assists in preparing and coordinating logistical arrangements and administrative functions for the Office of Special Events and Protocol. Performs a wide variety of administrative tasks including, but not limited to:
• Receive and screen telephone calls, determine needs of caller and provide requested information or refer to appropriate person for action - this includes space calls and room reservations.
• Prepare travel authorizations and vouchers for the unit; make travel and hotel reservations, prepare itinerary and background information packets prior to each trip.
• Enters and receives small purchase orders into the Smithsonian financial system.
• Maintains the monthly SI wide Special Events Calendar for the Office of Special Events and Protocol and distributes it throughout the Institution.

Requirements

• Knowledge of special events production and protocol.
• Ability to schedule special events.
• Ability to communicate in writing to issue and monitor invitations to events and create memoranda for events.
• Knowledge of proper spelling, grammar, punctuation and standard business letter writing to prepare correspondence.
• Ability to communicate orally and in writing in a clear and objective manner. Ability to communicate orally to issue invitations to events.
• Ability to manage an office filing system.
• Knowledge of and skill in word processing, data entry and analysis, as well as demonstrated computer aptitude and experience.
• Ability to interact diplomatically and effectively with a variety of people.
• Ability to handle several projects simultaneously.
• A basic foundation of administrative skills, concepts, principles, and practices sufficient to perform independently.
• Knowledge of administrative processes in order to help facilitate the procedural operations for an effective and efficient office.
• Knowledge of automated office applications such as MS Word, Office Excel, Access, etc.

Benefits

• 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).