Executive Assistant (IS-0301-9)

Job Description

Job DescriptionDescriptionOPENING DATE: September 26, 2025
CLOSING DATE: October 27, 2025
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 eligible candidates.
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.

OVERVIEWINTRODUCTION
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.
• inAssist 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 Deputy Director’s calendars as required, and assisting visitors.
• Provide administrative and technical assistance on special projects, including, but not limited to, creating slide decks for presentations, creating organizational charts, organizing data, and collecting and consolidating information for display in various formats.
• Conduct internal surveys, Develop surveys on topics assigned by COO, analyze results and report back findings, perform internet research, or review files and other available resources to support project work.
• Prepare and submit various administrative documents, including but not limited to travel authorizations, purchase requisitions, and human resources/requests for personnel action.
• Review and monitor all incoming signature requests for the COO, verifying accuracy before submitting them to the COO for approval and signature.
• Collaborate with other administrative staff within the DO, serving as a resource to the team to ensure efficient workflow, consistent with available resources, and completion of time-sensitive tasks.
• Apply nondiscriminatory practices in communications and decision making while adhering to all federal laws, regulations, and agency policies. Perform other duties as assigned.

QUALIFICATION REQUIREMENTSRequirements:
Candidates must possess at least one year of specialized experience at or above the grade 7 level in similar positions. Specialized experience is experience that has provided the knowledge, skills and abilities to successfully perform the work of the position.
OR
Education: master's or equivalent graduate degree or Two full years of progressively higher level graduate education leading to a master's or equivalent degree related to the position may be substituted to meet the experience requirements.
OR
Combination of Experience and Education: Education and experience may be combined to meet the basic qualifications.

Knowledge, Skills, and Abilities required:

• Knowledge of record management and office support procedures to maintain accurate, up-to-date, comprehensive records and electronic files with a strong attention to detail.
• Ability and experience managing a high volume of administrative workflow in a timely, expeditious manner, including scheduling, calendar coordination, and tracking deliverables.
• Knowledge and skill in applying general principles and practices in travel, fiscal, contract, procurement, and human resources support, including recruitment, applicant tracking systems, scheduling interviews, coordinating candidate visits, and processing personnel-related forms.
• Knowledge of event planning principles and practices to assist with the design, coordination, and execution of events such as retirement celebrations, social gatherings, and internal meetings, including securing venues, arranging logistics, and ensuring smooth execution.
• Ability to effectively communicate orally and in writing and to present written materials in clear and convincing formats with excellent knowledge of grammar, spelling, punctuation, and standard business correspondence to ensure accuracy of documents.
• Demonstrated knowledge of, or willingness to learn, enterprise applications and desktop software, including spreadsheets, databases, project scheduling, workflow management, communication, and document preparation tools. Examples include, but are not limited to, MS Word, MS Excel, Google Suite applications, Smartsheet, Adobe Acrobat, and electronic communication systems.
• Knowledge of integrated financial, travel, and HR systems. Experience with ERP systems such as PeopleSoft is desirable.

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 rejection of your application and may also result in termination after employment begins. Join us in "Inspiring Generations through Knowledge and Discovery."
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.

What To Expect Next: Once the vacancy announcement closes, a review of your resume will be compared against the qualification and experience requirements related to this job. After review of applicant resumes is complete, qualified candidates will be referred to the hiring manager. Relocation expenses are not paid.

The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact hr@cfa.harvard.edu. 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 (https://www.si.edu/OEO/IndividualswithDisabilities). 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 
The Smithsonian Astrophysical Observatory is an equal opportunity employer. Please visit the SAO website at http://www.cfa.harvard.edu/