Senior Special Events and Conference Coordinator (IS-301-11)

Job Description

Job DescriptionDescriptionOPEN DATE: January 14, 2026 CLOSING DATE: January 19,2026 * This job will close once 100 applications are received which may be sooner than the closing date. * POSITION TYPE: Trust FundAPPOINTMENT TYPE: Permanent SCHEDULE: Full TimeDUTY LOCATION: Washington, DC

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

Who May Apply:
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.

OVERVIEWThis position is located in the Office of Special Events and Protocol (OSEP), which has the responsibility for the coordination and logistical planning of special events and conference programs of the Board of Regents, the Secretary, higher level management of the Smithsonian Institution, the Office of Advancement, and pan-institutional organizations and other offices throughout the Smithsonian, often in conjunction with non-Smithsonian co-sponsoring organizations.
DUTIES AND RESPONSIBILITIESIncumbent makes preparations and coordinates major Smithsonian events and conferences, often on short notice, including visits by heads of State, museum exhibition openings, dinners, receptions, luncheons, ceremonies and symposia hosted by the Board of Regents, Secretary, Under Secretaries, Bureau Directors, the Office of Advancement, and other senior staff. Events frequently demand involvement with groups outside the Smithsonian, such as the White House, the Department of State, the Supreme Court, corporation: government agencies, and private foundations and research organizations. Incumbent serves as the primary Smithsonian point of contact for such groups in regard to assigned events and conferences. Incumbent is responsible for implementing SI policies in events and conference programs. Reviews proposed events and conferences to ensure compliance with established Institution policies and standards.

Formulates and develops entire program for assigned events. Develops format of event or conference, including date and site for event, performance, timing, program, and member sales and recognition, and/or promotional activities. Suggests, plans and coordinates appropriate work to be accomplished, such as menus, decor, music or other entertainment, seating arrangements, transportation and scenarios for events and conferences, and prepares schedules for completion of work. Work requires extensive research and analysis to tailor host requirements to established budgets as well as to Institution image.

Conceptualizes the impact and results required of special events and conferences, prepares creative implementation plan with stringent budgetary guidelines and produces and conceives of events which serve to cultivate, recognize and increase member, donor, and public interest in the Smithsonian Institution.

Establishes and maintains excellent working relationships with businesses, public relations, government relations, and special events and conference planning communities for the purpose of encouraging support for the Institution. Incumbent must employ discretion with potential co-sponsors, and at the same time, develop all aspects of the event compatible with the image and policies of the Institution.

Develops invitation lists and maintains control of invitation issuance including response tracking as well as extending invitations by telephone and/or handwriting. Provides guest and identification lists to appropriate Smithsonian officials.
Acts as liaison between OSEP and Smithsonian departments, sponsoring offices, external vendors and co-sponsoring organizations, and members, donors and volunteers involved in each event/conference. Initiates action to implement event arrangements by conducting walk-throughs and meetings attended by host or host representative, building manager, caterer, and vendors and/or support staff as required. Makes judgments regarding details necessary to ensure event success. Prepares and distributes a detailed Special Events Memorandum to all Smithsonian departments outlining their responsibilities for each event.
Prepares budgets for events. Coordinates the bidding for elements of event and conference support accordjng to the requirements of the Smithsonian Institution's policies. Secures contracts with vendors involved according to Smithsonian policies. Monitors budgets of events and provides updates and recommendations to Director when necessary. Verifies event-related bills and coordinates payment of invoices with co-sponsoring office. Prepares final budget for each event/conference. Works closely with the Office of Advancement to ensure that Contributing Member and donor relations activities are properly executed (for SNB and SCMP events).
Maintains a timeline on all projects, to be followed, checked (and changed, as necessary) as required by the scope of the event. Draft diagrams for meeting spaces and room configurations for use in the set-up of events. Prepares signs, name badges and table cards for events and conferences as necessary. Plans, directs and coordinates the activities of vendors and support units engaged in special events and conferences functions. Establishes and monitors work schedules and priorities, and reviews work operations for compliance with Institution policies and standards. Provides guidance on assignments or problems encountered.
Attends functions and troubleshoots to see that all requirements are carried out and oversees the set-up, clean-up activity taking place during each event/conference.
Acts as mentor to lower-level staff and/or items, and assists in new employee orientation. Develops and maintains personal relationships with various sources of
Monitors Smithsonian procedures, policies and standards government special events and conferences services activities throughout the Institution, and makes recommendations to
Director for revisions or changes thereto. Acts as a resource to advise and assist Smithsonian staff and outside organizations with the implementation of established policy and procedures, and provides clarification of policy interpretations, with special emphasis on those outlines in SD-
Responds to Smithsonian Institution staff and donors'/members' requests for help or information.Serves as advisor to key senior management on event/conference related matters. Meets with key officials to advise and assist in planning major special events and conferences and to coordinate matters of protocol related to such activities. Consults and coordinates events and conferences with the immediate staffs of the Secretary, Under Secretaries, Bureau Directors, and other senior staff.


QUALIFICATION REQUIREMENTSEducation 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; or an equivalent combination of education and experience.
Experience required for this position is as follows:
Knowledge of and experience in handling special events and conference to ensure appropriateness of location, timing, and protocol. Knowledge of protocol.
Knowledge of the organizational structure of the U.S. Government, foreign nations and private enterprise to assist Director in planning seating anangements for dinners, and lines of protocol for openings and presentations.
Knowledge of management processes which includes the ability to keep abreast of administrative details, to be able to recognize the need for and develop improvements in operations, to meet changing conditions, and to promote the smooth functioning of the office.
Ability to interact diplomatically, effectively, and on a sustained basis with absolute discretion with Smithsonian Institution staff members at all levels, major donors, board members, members of the general public and volunteer and friends groups, often to address special requests or to cultivate an ongoing relationship with the Smithsonian.
Knowledge of non-profit fundraising and membership programs.
Incumbent demonstrates an ability to handle multiple responsibilities and activities simultaneously, often on short deadlines. Incumbent must be detail oriented and able to meet deadlines. A high degree of initiative, organization, thoroughness and flexibility is required. Skill in delegation of tasks to lower level staff members, as appropriate.
Working knowledge of Federal contracting and procurement principles. Skill in budget preparation and control.

Knowledge of Smithsonian standards, policies and procedures governing travel, accounting, insurance, facilities use, security, membership, development, public affairs, fund-raising and special events and conference planning.
Ability to be clear and objective in communicating orally and in writing, with good interpersonal skills, including the willingness to work as a team member. 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 OCEA-ADMIN@SI.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. 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