Executive Assistant, IS-0301-09

Application Deadline: 30 April 2026

Department: Archives of American Art

Employment Type: Full Time

Location: Washington, DC

Reporting To: Anne Helmreich

Compensation: $70,623 - $91,815 / year

Description

OPEN DATE: April 16, 2026                 CLOSING DATE: April 30, 2026 (This job will close once 100 applications are received which may be sooner than the closing date.)                     POSITION TYPE: Trust FundAPPOINTMENT TYPE: IndefiniteSCHEDULE: Full-Time DUTY LOCATION: Washington, DC 

Position sensitivity and risk:
Non-Sensitive/Low Risk

Who May Apply:
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, 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

The Executive Assistant to the Director and primary liaison from the Director’s office to the Board of Trustees for the Smithsonian’s Archives of American Art (AAA) plays a pivotal role in the organization. This role works closely with AAA’s staff, particularly senior staff, peers across the Smithsonian Institution, and AAA’s Board of Directors to ensure AAA meets its strategic goals and organizational priorities. This position is responsible for a wide variety of administrative duties, general support, and coordination on numerous projects and programs within the Director’s office. It is the public face of the Director’s office for a range of contacts within and beyond the institution, including internationally.

DUTIES AND RESPONSIBILITIES

Key responsibilities include: •        Organizing and undertaking administrative work to promote the efficient operation of the Director’s office, including scheduling, travel arrangements, expense reporting, purchase orders and contracts, correspondence, file management, and onboarding new staff reporting to the Director. •        Serving as the primary liaison between the nonprofit Board of Trustees (the advisory body for the Archives of American Art) and the Director’s office and AAA staff, and providing support to the Board of Trustees, including internal communications; meeting scheduling, agendas, and minutes; and fostering positive engagement between AAA and its Board.  •        Preparing internal communications, including staff communications and meetings on behalf of the Director, the triannual report to the Board of Trustees, and handbook for the Board of Trustees.•        Supporting the execution of projects in the Director’s office, including the implementation of AAA’s strategic plan, assessment of organizational performance and impact, and other special initiatives. •        Providing a positive customer service experience on behalf of the Director’s office for the variety of individuals, internal and external to the organization, interacting with the office, including office visitors.

QUALIFICATION REQUIREMENTS

Education and Experience:
To qualify for this position, applicants must possess at least one year of specialized experience equivalent to the IS-7 level performing administrative duties as detailed below, or a Master's or