Staff Assistant, Director’s Office
The Archives of American Art (AAA), a unit of the Smithsonian Institution with headquarters in Washington, D.C. and a regional office in New York City is the nation’s largest repository of primary sources documenting visual arts and culture in the United States. AAA’s mission is to collect, preserve, and make available for study records, original papers, photographs, diaries, sketchbooks, and oral history interviews. On the subject of art in America, AAA is the largest archives in the world, holding more than 20 million documents.
The incumbent serves as assistant to the Director and Deputy Director of the Archives of American Art. The incumbent will perform a variety of administrative duties associated with the management of the office of the Director and Deputy Director including, but not limited to: screening of phone and in person inquiries, scheduling meetings and making travel arrangements, correspondence control, donor stewardship, Board of Trustees communications, and database management. Prepares room for meetings and ensures that refreshments are provided (makes arrangements for food/beverages as needed). Responds on Director’s and Deputy Director’s behalf to invitations, requests for information, and other inquiries (both internal and external), obtaining information from various AAA staff as needed, or notifying appropriate staff of need for information or recommendations.
Maintains complex calendars for the Director and Deputy Director by scheduling appointments, coordinating meetings and /or scheduling conferences. Receives all materials coming into and going out of the Director’s and Deputy Director’s office. Drafts and types non-technical correspondence, memoranda, e-newsletters, and other materials. Ensures all materials prepared for Director’s and Deputy Director’s authorization are properly formatted with correct spelling, punctuation, and grammar. Serves as point of contact for AAA Board of Trustees members, responding to inquiries and requests; incumbent serves as the “face” of the Director’s office when the Director is not available, maintaining discretion and confidentiality.
The Staff Assistant will be based in the Archives’ main office in Washington, DC. The successful applicant will have proven experience in performing the following duties: interacting with a variety of individuals internal and external to an organization; planning and organizing multiple projects; and producing documents using computer applications such as word processing, spreadsheets, and databases such as Microsoft Office Suite and email. All work requires meticulous attention to detail. Bachelor’s degree required. Major or minor in art history or American studies preferred, master’s degree in relevant field a plus.
The Smithsonian Institution is an equal opportunity employer.
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