The Smithsonian Institution is a unique complex of 21 museums and galleries, the National Zoo and Conservation Biology Institute and nine research centers. The Smithsonian is a national and world treasure and is dedicated to its founding mission, “the increase and diffusion of knowledge.” The Smithsonian’s National Zoo and Conservation Biology Institute plays a leading role in the Smithsonian’s global efforts to save wildlife species from extinction and train future generations of conservationists.
- The Smithsonian’s National Zoo and Conservation Biology Institute (NZCBI) is a leader in the conservation, care, exhibition, and research of wildlife and habitats.
- NZCBI’s employees in the nation’s capital, Virginia, and worldwide and as part of the Smithsonian make it prominent in national and international affairs involving conservation, zoos, wildlife, public outreach, and biological research.
- This position is located at NZCBI Headquarters 3001 Connecticut Avenue NW Washington DC 2008. It is accessible via mass transit, and onsite employee parking is currently available at no cost.
Hybrid Telework Schedule Eligible:
- a minimum of 3 days onsite per week is required due to the nature of the position.
DUTIES AND RESPONSIBILITIES
- The Special Assistant's primary purpose is to provide administrative, program support, and personal and confidential assistant to the NZCBI Director.
- In this position, the work schedule is based on the needs of the director, who has the ability to telework on approval.
In this position, you will conduct the following duties and responsibilities:
Calendar Management:
- Organize and maintain the NZCBI Director’s schedule, including appointments, meetings, and travel arrangements.
Travel Coordination:
- Plan and manage domestic and international travel, including flights, accommodations, and itineraries.
- Administrative Support: Provide comprehensive assistance to ensure the smooth operation of the Director’s office by managing both routine and high-profile tasks.
- Responsibilities range from handling essential day-to-day duties such as managing the use of the Director’s cart, ordering meals, and scheduling tours to representing the Director in critical engagements, such as meetings with top executives, government officials, or event high-profile donors.
- This role requires flexibility, professionalism, and a willingness to tackle any task, regardless of scale, to support the Organization’s goals.
- Communication Support:
- Ensure clear, effective, and professional communications across all channels.
- This includes drafting, editing, and proofreading written materials such as emails, memos, reports, and presentations to maintain a high standard of quality and alignment with the Director’s voice and vision.
- This role also involves managing internal communications to foster collaboration and transparency within NZCBI, including crafting announcements, updates, and other key messages.
Meeting Preparation:
- Prepare agendas, presentations, and documents for meetings; take notes and follow up on action items.
Confidentiality:
- Handle sensitive and confidential information with discretion and professionalism.
Experience Required
- QUALIFICATION REQUIREMENTS
- For consideration, a cover letter is required.
- Demonstrated ability to manage time, prioritize tasks, and handle multiple projects with efficiency and accuracy.
- Exceptional oral and writing skills, attention to detail, and the ability to adapt tone and style for various audiences. Comprehensive knowledge of the Microsoft Office Suite including Word, Excel, PowerPoint, Outlook, and Teams.
- Ability to manage potentially sensitive information with discretion and confidentiality.
- Ability to organize complex domestic and international travel arrangements.
Perks
- Comprehensive Benefits Package
Salary
- $84,601 - $109,975 / year
