Special Assistant to the CEO

Smithsonian Business Ventures (SBV) seeks a Special Assistant to the CEO at its Washington, D.C. location. SBV consists of the Smithsonian and Air and Space Magazines, Museum Retail Operations, Catalogue Sales, Licensing, Book Publication and Smithsonian Journeys. SBV produces revenue to support the mission of Smithsonian Institution.

The successful candidate will serve as the personal and confidential assistant to the CEO of Smithsonian Business Ventures. In this capacity, the successful candidate will contribute to the effective and efficient management of the Office of the CEO, providing information, program and issue analyses and recommendations on a variety of issues. The sensitivity of the position requires the successful candidate to exercise a high degree of initiative, tact, and discretion and to have the full trust and confidence of the CEO.

Responsibilities:

•Serves as confidential assistant and advisor to the CEO, facilitating, reviewing, and keeping abreast of the major issues and communications throughout the office

• As the CEO’s personal assistant, assists in carrying out day-to-day responsibilities and solves problems as they arise; Provides key support to the CEO, thus enabling the CEO to concentrate on managerial and policy issues; Ensures that matters brought before the attention of the CEO have been adequately researched, analyzed, and alternatives identified and explored. Ensures that a positive recommendation has been made and that appropriate staff members have concurred or otherwise commented on proposals.

•Participates in special projects and inquiries which are of a high priority and in which the CEO has an immediate interest. Independently or in conjunction with other senior staff members, ensures issues are identified, reference materials are assembled, and the basis for action of the CEO is completed. Based on personal and comprehensive knowledge of the CEO’s views and policies, ensures the development of material for the CEO’s use in public speaking engagements, ascertains subject matter, develops background information, and arranges for the drafting of speeches.

• Controls incoming correspondence and action documents for the CEO’s consideration and follows up ‘to assure timely action or reply; Screens out those items which can be handled personally

• Reviews all outgoing correspondence ‘for neatness, accuracy, completeness, necessary attachments, and compliance to format and Smithsonian policies; Calls any deviations or inadequacies to the attention of the CEO for necessary changes or corrections prior to presentation to the CEO for review or signature; Conveys individual or organizational viewpoints and policy positions to the CEO for consideration

• Based on personal and comprehensive knowledge of the CEO’s views and policies, prepares a wide variety of correspondence, memoranda, reports, speeches and other documents pertaining to the administrative operations and the professional work of the office in final form; Ensures correctness of spelling, form, punctuation, capitalization and grammar; Prepares routine correspondence for own signature; Researches and writes letters in response to inquiries at own initiative as well as at the CEO’s request; Prepares final copy for the CEO’s approval.

• Develops and coordinates the gathering of information and background material for all meetings speaking engagements, or other needs; Ensures that all relevant persons are invited to each meeting called by the CEO and that background materials have been distributed in a timely fashion.

• Reviews inquiries and assures that requests are adequately researched and completed before submitting to the CEO; Assembles documents, files, and background information as requested for the CEO and other office staff.

• Receives telephone calls; Interacts with high-ranking officials from both the public and private sectors and other federal agencies; Uses judgment to answer inquiries, referring callers to appropriate individuals within the Smithsonian Institution and Business Ventures

• Shares in the management of day-to-day operations within the office, ensuring a smooth and efficient daily operation; Assists in developing office policies and procedures and ensures the entire staff is informed of changes.

• Performs other duties as assigned and assists the CEO in like activities not related to their official capacity.

World class benefits include medical, dental and vision, 12%- 403 (b) retirement contributions by employer once qualifications are met; Annual and sick leave and employee sponsored life insurance.
REQUIREMENTS
Qualifications:

Ideal candidate will have ten plus years experience supporting a member of senior level management in a large business environment as well as the following:

• High level of knowledge and skill in applying analytical and evaluative methods and techniques to identify and evaluate substantive issues pertaining to senior level management.

• Ability to exercise high level of confidentiality and discretion.

• Excellent written, verbal, research, organizational and analytical skills.

• Ability to handle multiple tasks in a fast-paced, corporate environment while maintaining efficiency and decorum. Ability to coordinate work among offices.

• Excellent computer skills, including Microsoft Word, Excel, PowerPoint and Access.

• Knowledge of general business and corporate affairs.


Interested Applicants:

To apply, please send your cover letter and resume, including salary requirements to [Click here for email] or via mail to the address below:

Smithsonian Business Ventures
Attention: Human Resources-Corporate/Magazines
RE: Special Assistant to the CEO
MRC 951, PO Box 37012
Washington, DC 20013-7012

Please forward a resume and cover letter including salary history to Please apply as instructed including your salary history. Resumes received without salary history will not be considered. Relocation will not be paid. EOE.
Disclaimer:

The preceding job description has been designed to indicate the general nature of work performed; the level of knowledge and skills typically required; and usual working conditions of this position. It is not designed to contain, or be interpreted as a comprehensive listing of all requirements or responsibilities that may be required by employees in this position.