Special Assistant (IS-0301-09)

Application Deadline: 12 January 2026

Department: Office of the Regents

Employment Type: Full Time

Location: Washington, DC

Reporting To: Deputy Director

Compensation: $69,923 - $90,898 / year

Description

OPEN DATE: December 23, 2025                    CLOSING DATE: January 12, 2026              POSITION TYPE: Trust FundAPPOINTMENT TYPE: Permanent    SCHEDULE: Full Time DUTY LOCATION: Washington, DC 
PROMOTION POTENTIAL: IS-11

Position sensitivity and risk: Non-sensitive (NS)/Low Risk

Select One of the following:

• 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

This position is located in the Office of the Regents, Smithsonian Institution (SI), Washington, DC.  The Office of the Regents provides senior staff support and counsel to the Board of Regents and its committees; facilitates communication with key Smithsonian leadership; and advises the Regents on policies, programs, and activities. The Board of Regents, which consists of the Chief Justice of the U.S., the Vice President of the U.S., three Senators, three Congressmen, and nine private citizens, provides overall oversight of the Smithsonian.  

The Special Assistant position provides support to the Counselor and Chief of Staff to the Board of Regents, Deputy Chief of Staff, and staff of the Office of the Regents, and is the primary point-of-contact for all calendar items for the Office of the Regents.

DUTIES AND RESPONSIBILITIES

• Serve as the primary scheduler for all Regent Board and committee meetings, coordinating with Regents’ staff members to support participation and maintain flexibility in planning.
• Assist the Chief of Staff (CCOS) by coordinating commitments, communications, and priorities, and provides similar support to the Deputy Chief of Staff and other staff as required.
• Assist with administrative functions of the Office of the Regents, including preparing and processing related documents for procurement and travel, and maintains office records and supplies.
• Prepare and assemble Regent Board book materials in accordance with established formats and schedules, ensuring timely distribution to all Regents by approved deadlines. 
• Provides in-person support and assists with the coordination of events for the Office of the Regents, including special events hosted by the Office and Institution wide functions attended by Regents. 
• Coordinate Regent travel arrangements, including trips associated with Board and committee meetings, as well as special travel coordinated by the Office of the Regents. 
• Work with the Office of Special Events and Protocol on logistics and catering, confirms meeting attendance, assists speakers, and makes other arrangements (a/v, parking, transportation, etc.). 
• Assist in monitoring and coordinating activities important to the Chief of Staff (CCOS), ensuring that required mat