Overview
EXECUTIVE ADMINISTRATOR Jobs in Mechanicsville, VA at Carter Machinery Company, Inc.
Description
OPEN DATE: April 16, 2025
CLOSING DATE: April 30, 2025 (This job will close once 100 applicants 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
This is a career ladder opportunity with promotion potential up to grade 9. Selection for this position to be made at the grade 7 level. Candidates may be non-competitively promoted to the next grade level, upon the recommendation of the supervisor and with director’s approval based on classification requirements, satisfactory performance, and qualifications of the employee.
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
Smithsonian Associates (Associates) leverages the vast resources of the Smithsonian Institution to create pan-institutional public programs for Associates members and the general public. Associates’ programs are created for in-person Washington DC area audiences and virtual audiences across the country with content delivered via Zoom. Associates curates and produces informative, enlightening, entertaining, and insightful programs, including lectures, seminars, courses, study tours, studio arts, performances, films, children’s theater, and summer camp inspired by and amplifying the full character of the Smithsonian’s collections, exhibitions, and research. Audiences of all ages explore topics in scientific, historic, artistic, and cultural expression. Through their participation, members and the public become involved in the Institution’s work, creating broad interest and support for the Smithsonian. The Smithsonian Associates is a financially independent educational non-profit business activity within the Smithsonian: funding derived from ticket sales, tuition, membership fees and fundraising.
The purpose of the position is to serve as executive assistant to the Director of Smithsonian Collaborative Programs who also supervises the Smithsonian Associates. The Director is responsible for leading and administering Associates’ programmatic and membership activities and negotiating collaborative relationships throughout the Smithsonian and with other cultural organizations. The position is not only to ensure that the clerical and administrative support work of the office is carried out efficiently and effectively, but also to assist the Director first-hand in accomplishing his or her duties. The incumbent works directly under the general supervision of the Director. The incumbent’s judgment, tact, diplomacy and knowledge of Institution issues and operations, and knowledge and experience with U.S. organizations (such as embassies, universities, and other museums), as well as high-ranking officials, artists, and celebrities, as well as the general public, are important to the Director’s success in managing a multi-faceted education program.
DUTIES AND RESPONSIBILITIES
Assesses the Director’s workload and provides direct assistance in minimizing the volume of this workload. On his or her own initiative, recommends changes in procedures and policies affecting the clerical and administrative support functions of the office.
Manages the Director’s calendar, schedules all appointments and meetings and prepares a daily appointment schedule for the Director. Coordinates logistical arrangements for meetings called by the Director and provides detailed information in advance. Suggests ways to most efficiently alleviate heavy scheduling of the Director’s calendar. Provides background information on matters to be considered at scheduled meetings, by providing agendas and information on topics to be discussed. May prepare advance materials or set deadlines for materials required from staff; and briefs the Director prior to meetings.
Attends internal departmental meetings and provides background information as needed. Attends other meetings across the Smithsonian of relevance to collaborative and/or Associates programs and briefs the Director.
Providing a wide variety of logistical support to the Director including all travel arrangements.
Searches for and assembles documents, files background information required by the Director and prepares information in appropriate charts, spreadsheets and/or PowerPoint or other presentations as requested.
Establishes and maintains filing system for the Director’s office and, as appropriate, archives a variety of files for Smithsonian Archives.
Prepares submissions and reports required by various Smithsonian offices.
Prepares and distributes notes from directors’ meetings on request including weekly senior staff meetings and preparing summary of key agenda items raised at monthly all-staff meetings.
Receives and responds to email, telephone calls and written correspondence from a variety of sources. Interacts with high-ranking officials from both the public and private sectors and other federal agencies. Uses judgment and knowledge of programmatic areas of emphasis to answer inquiries, referring callers or correspondents to appropriate individuals within the Associates or the larger Smithsonian Institution. Coordinates special and on-going projects with outside organizations such as universities, research organizations, foundations, etc.
Serves as program coordinator for special projects identified with the Director. Acts as Director’s liaison with staff as responsibilities are delegated. At discretion of the Director, incumbent meets with staff members or drafts correspondence expressing wishes of the Director.
Prepares schedule to ensure adequate support for Associates programming. Reviews and analyses staff and contractors’ requests as well as program needs. Works with the volunteer coordinator to ensure proper support for programs.
Attends meetings and training to acquire knowledge of regulations, procedures, and practices inherent in online programming. Serves as an admin for online programming and trainer for positions need to support online programming. Provides regular support of online programs.
Actively participating in and assisting with in person Associates programs to provide support and improve member experiences. Support may include checking rosters, seating donors, running activities or greeting audience members.
QUALIFICATION REQUIREMENTS
Experience required for this position is as follows:
Sufficient knowledge of the substantive programs of the organization and of the goals, priorities, policies, and commitments of the Director to perform such tasks as assembling information to be used for reports or responses to inquiries, to compose correspondence on behalf of the Director, and to maintain awareness of the clerical and administrative problems related to the office.
Knowledge of Smithsonian programs, organization, resources, and administrative policies, as well familiarity with the Smithsonian Executive Staff structure and their respective units and positions.
Skill in advising and instructing related offices and Associates departments concerning the required reporting and general clerical and administrative procedures of the office.
Skill in handling delicate personnel or member situations with tact and confidentiality.
Knowledge of computer applications which include, but are not limited to, MS Outlook, MS Word, PowerPoint and MS Excel as well as the ability to learn other computer programs as needed.
Knowledge and understanding of appropriate use of social media in relation to workplace.
Ability to deal positively and effectively with a wide range of people, including senior SI officials and Smithsonian members, as well as potential donors, representatives from embassies, government, and private agencies, and members of the general public.
Excellent oral and written communication skills including knowledge of correct English grammar, spelling, punctuation, and required business correspondence formats.
Knowledge of organizational and communication skills in order to effectively coordinate the workflow of the office and to complete assigned duties.
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.
Join us in “Inspiring Generations through Knowledge and Discovery.”
Interested candidates must submit a resume and a cover letter. Applications without a cover letter will not be considered. 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.
The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact [email protected]. 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: https://www.si.edu/oeesd.
About Smithsonian Associates
Smithsonian Associates leverages the vast resources of the Smithsonian Institution to create a broad array of public programs for Associates members and the public, in the Washington area and across the country. Associates offers a widely-diversified program of lectures, seminars, performances, studio art classes, study tours, children’s theater, and summer camp, developed from Institutional and other resources. Audiences of all ages explore the best in scientific, historic, artistic, and cultural expression drawn from the United States and around the world. Through their participation, members and the public become involved in the Institution’s work, creating broad interest and support for the Smithsonian. Smithsonian Associates is a financially independent educational non-profit business activity within the Smithsonian: funding is derived entirely from ticket sales, tuition, membership fees and fundraising.
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Title: EXECUTIVE ADMINISTRATOR
Company: Carter Machinery Company, Inc.
Location: Mechanicsville, VA
