Executive Assistant

2 weeks ago

Washington, United States Hirshhorn Museum & Sculpture Garden Full time
Job DescriptionJob DescriptionDescriptionOPEN DATE: April 22, 2024               CLOSING DATE: May 6, 2024             POSITION TYPE: Trust FundAPPOINTMENT TYPE: Indefinite SCHEDULE: Full TimeDUTY 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 and 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 as low risk.
  • 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. 

OVERVIEWThis position is located in the Director's Office at the Hirshhorn Museum and Sculpture Garden (HMSG). HMSG is a leading voice for contemporary art and culture and provides a national platform for the art and artists of our time. We seek to share the transformative power of modern and contemporary art with audiences at all levels of awareness and understanding by creating meaningful, personal experiences in which art, artists, audiences, and ideas converge. We enhance public understanding and appreciation of contemporary art through acquisition, exhibitions, education and public programs, conservation, and research.

The incumbent serves as Executive Assistant to the Director of the Hirshhorn Museum and Sculpture Garden. The purpose of this position is to assure that the Director manages and meets all of their priorities and obligations. The role translates directly into the Museum meeting its priorities and obligations.
DUTIES AND RESPONSIBILITIES
  • Incumbent provides management information, advice, and assistance to the Director. Acts as a focal point for actions involving the Director's Office and handles a wide range of sensitive and confidential special assignments.
  • Manages the Director's calendar and schedules appointments, meetings/conferences/speaking invitations, and official social functions. Prepares read-ahead materials for each meeting, to ensure the Director is fully briefed prior to attendance.
  • Prepares and arranges travel plans for the Director following their guidance/requirements and completes travel reimbursements in a timely manner.
  • Identifies areas needing emphasis and exercises guidance to ensure programs and initiatives of the Museum's senior leadership are accurately meeting management expectations.
  • Plans, coordinates, and evaluates the administrative support operations of the office.

QUALIFICATION REQUIREMENTSExperience required for this position is as follows:
  • Professional demeanor and ability to interact comfortably with VIPS, senior staff, and the general public is essential. Must have excellent interpersonal skills; be diplomatic; discreet in handling highly confidential material, have excellent verbal and written communication skills, and be organized and efficient in managing their own time and the time of the director, in meeting deadlines, and in coordinating work on several projects at once.
  • Skill to plan and coordinate a wide variety of activities relating to the programs of the Museum, including coordinating and tracking the flow of incoming correspondence; planning and scheduling meetings, conferences, and travel; designing and organizing filing systems; organizing, coordinating, and prioritizing a large amount of paperwork and electronic documents; and managing day-to-day activities.
  • Skill in written communication to prepare, review, and edit correspondence, email, and reports for Director. Skill in oral communication to delegate on behalf of the Director, receive phone calls and guests, arrange meetings, prepare and review correspondence, brief executives and staff on issues of interest to the Director, and make arrangements for meetings, travel, and other commitments.
  • Ability to represent the Director's policies, views, and priorities in order to represent their interests and priorities in responding to inquiries and requests.
 Applicants, who wish to qualify based on 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 your application being rejected and may also result in termination after employment begins.  The Smithsonian Institution values and seeks a diverse workforce. Join us in "Inspiring Generations through Knowledge and Discovery." 
Resumes should include a description of your paid and non-paid work experience that is related to this job; starting and ending dates of job (month and year); and average number of hours worked per week.  

What To Expect Next: Once the vacancy announcement closes, a review of your resume will be compared against the qualification and experience requirements related to this job. After review of applicant resumes is complete, qualified candidates will be referred to the hiring manager. Relocation expenses are not paid.

Commitment to Diversity, Equity, and Inclusion
The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact HMSG-HR@si.edu. 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. We believe that a workforce comprising a variety of educational, cultural, and experiential backgrounds support and enhance our daily work life and contribute to the richness of our exhibitions and programs. See Smithsonian EEO program information: www.si.edu/oeema.

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