Job Description

Location: Washington, DC

Special Events Coordinator, Smithsonian American Art Museum (IS-1001-12)

Application Deadline: 20 September 2025

Department: Office of Advancement

Employment Type: Full Time

Location: Washington, DC

Compensation: $101,401 - $108,162 / year

Description

OPEN DATE: September 16, 2025

CLOSING DATE: September 20, 2025

POSITION TYPE: Trust Fund

APPOINTMENT TYPE: Trust Permanent

SCHEDULE: Full Time

DUTY LOCATION: Washington, DC


Position sensitivity and risk:
Low Risk/Non-Sensitive

Open to SI Only

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 Development, Smithsonian American Art Museum (SAAM), Under Secretary for Museums and Culture, Smithsonian Institution (SI). The Office of Development is responsible for planning and organizing a variety of events at the museum, including galas, receptions, dinners, conferences, and board meetings. The incumbent coordinates the museum's complex and high-profile events.

DUTIES AND RESPONSIBILITIES

• Determines the appropriateness of an outside organization's request to sponsor an activity at the Museum and to use Smithsonian facilities based on policy, qualifications, and the outside organization's request.
• Establishes and maintains excellent working relationships with business, public relations, and special events planning communities to encourage support for the Museum.
• Conducts walkthroughs and meetings attended by host or host representative, building manager, caterer, security, and other support staff as required for each event.
• Analyzes the requirements for each event based on requests.
• Composes and distributes a comprehensive memorandum outlining arrangements.
• The supervisor and employee develop, plan, and oversee SAAM events, both small and large, sometimes on short notice, including museum and exhibition openings, conferences, ceremonies, visits by heads of state, official luncheons, formal dinners, receptions hosted by the Secretary, the SAAM Director, and other Smithsonian officials.
• Maintains working knowledge of protocol practices and procedures to coordinate Museum events involving high-ranking U.S. and foreign dignitaries.
• The incumbent works with caterers/suppliers and ensures they work within the established budgets and provides appropriate oversight and staff working at events.
• Designs and executes scenarios for each event; plans tasks to be accomplished such as appropriate menus, decor, music, seating arrangements, transportation and scenarios for events, and prepares schedules for completion of work; and researches and analyzes each event to tailor host requirements to established budgets as well as personal and/or Museum image.
• The incumbent determines correct seating arrangements, plans ceremonial programs, establishes, issues, extends, and maintains invitation lists, response lists, and drafts invitations.
• Arranges for correct distribution of finished materials, including agenda and guest list, to SAAM and Smithsonian officials.
• Attends and oversees special events to see that all requirements are carried out efficiently, effectively, and without issues, and ensures immediate corrective action when necessary.
• Manages contracts, invoices any additional administrative documents for past and future clients.

QUALIFICATION REQUIREMENTS

Education (if positive education is required) and Experience: To qualify for this position, applicants must possess a bachelor's degree (B.A.) from an accredited four-year college or university and/or 3-5 years of related experience (described below); or an equivalent combination of education and experience.

Experience required for this position is as follows:

• Mastery of administrative policies, practices and regulations applicable to the administration and coordination of special events.
• Extensive, practiced knowledge of the policies, priorities and goals of the Smithsonian Institution and the Museum, the history of the Museum's relationship with the outside organization, and familiarity with the corporate world.
• Knowledge of and experience in handling special events, especially in the areas of event design, protocol, international and government relations, logistics, and overall propriety.
• Knowledge of the structure and protocol policies of the U.S. Government, foreign nations, and the corporate world for planning special events.
• Knowledge of strategic planning methods and practices for special event marketing activities to the corporate, public relations, and special events communities in order to design and implement outreach techniques.
• Knowledge of business management as related to special events in order to track events revenue and expenses, design and follow budgets, solicit vendors.
• Knowledge of the of special events policies.
• Knowledge and understanding of Smithsonian policies and programs, procedures, communications, membership, and special events.
• Must possess tact, patience, and discretion in communications with corporate officials, potential sponsors, individual donors, and Smithsonian/Museum officials to further develop needs and image of the Museum.
• Ability to interact diplomatically and effectively and on a sustained basis with major donors, board members, and high-level government officials on behalf of the Smithsonian.
• Skill in oral and written communications in order to exchange information; explain Museum policies to corporate executives and other potential donors; draft a variety of written documents; and resolve complex operational issues.

Applicants, who wish to qualify based on 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 your application being rejected and may also result in termination after employment begins.

Applications received on or before September 20, 2025, at 11:59pm (EST) will 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. Relocation expenses are not paid.

What To Expect Next: Once the vacancy announcement closes, a review of your resume will be made compared to the qualifications and experience as it applies to this job. After a review of applicant resume is complete, qualified candidates' résumés will be referred to the hiring manager.

The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. 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. To review the Smithsonian's EEO program information, please click the following: https://www.si.edu/oeo.

YOUR PRIVACY IS PROTECTED


Trust Applicants Demographic Form

Thank you for your interest in the Smithsonian Institution and this Trust Hiring position. The Smithsonian is requesting your response to this optional equal opportunity survey. The information is used to determine if our equal opportunity efforts are reaching all segments of the population that is consistent with Federal equal employment opportunity laws. Your responses will not be shown to the panel rating the applications, to the selecting/hiring official, or anyone else who can affect your application in the hiring process. This form will not be shared with the hiring official or placed in your official personnel file should you be hired.

The aggregate information collected will be kept private to the extent permitted by law. No personally identifiable information will be requested on the form and the information collected will not be attributable to you.