Executive Assistant (IS-0301-9)

Application Deadline: 31 January 2026

Department: Smithsonian Astrophysical Observatory

Employment Type: Full Time

Location: Cambridge, MA

Compensation: $69,905 - $90,882 / year

Description

OPENING DATE: January 27, 2026
CLOSING DATE:  January 31, 2026
SERIES/GRADE: 0301/09
TYPE OF POSITION: Trust Indefinite (Non-Federal)
DIVISION: Directors Office 
LOCATION: Cambridge, MA 
AREA OF CONSIDERATION: This position is open to all current SAO employees.
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, Flexible Spending Account (Health & Dependent Care). 
Conditions of Employment

• Pass Pre-employment Background Check and Subsequent Background Investigation, as required.
• Complete a Probationary Period if applicable. 
• 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

INTRODUCTION
The Smithsonian Astrophysical Observatory (SAO) is at the forefront, internationally, of the scientific exploration of the universe. SAO combines its resources with those of the Harvard College Observatory to form the Harvard-Smithsonian Center for Astrophysics (CfA). The CfA is the best-known astrophysics center in the world. Its programs range from ground-based astronomy and astrophysics research to space-based research, the engineering and development of major scientific instrumentation for space launch and use in large ground-based facilities, and research designed to improve science education. The research objectives of SAO are carried out primarily with the support of Government and Smithsonian Institution funds, with additional philanthropic support.  Government funds are in the form of Federal appropriations or the form of contracts and grants from other agencies. In contrast, Institution funds are available to SAO through grants from the Institution's Restricted Funds, Special Purpose Funds, Bureau Activities, Business Activities, and non-Federal contracts and grants. 

SUMMARY
The purpose of the position is to provide administrative, office, and other technical support to the Chief Operating Officer (COO) and serve as a resource to other members of the Office of the Director, including the SAO Director, the Deputy Director, and other SAO members of the CfA Executive Management team and their staff in similar roles.

MAJOR DUTIES

• Manage all aspects of meetings logistics, including proactively working with the COO and other administrative staff on agenda-setting, creating or acquiring data and content to inform meeting discussions and decisions, securing space, sending meeting reminders with pre-reading materials, attending meetings to record, draft, and distribute minutes, and tracking deliverables.
• Assist the COO with recruitment by managing and monitoring open positions in the applicant tracking system including sending screening questionnaire to short listed applicants, scheduling interviews and candidate on site visits. 
• Assist with various HR-related tasks including initiating actions in the HRMS such as terminations, supervisor changes, appointment extensions and other updates  to an employee’s record, 
• Assist with the planning and execution of events, including retirement events, social events, and other Director’s Office initiatives by coordinating with vendors, sending out invites, arrange for catering, tracking budgets and manage event set up
• Contribute to Director’s Office operations by providing  front desk coverage, managing the COO’s calendar daily in a timely manner on, , keeping track of the Director’s and