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Administrative Coordinator

New York, NY · Hybrid

$30 - $40/hr

Lead logistics for unit events, including vendor/catering coordination, invitation management, material design (RSVPs), and hands-on event setup/breakdown. What's Needed? * Experience: Previous ...

ssagroup

Catering - Event Sales Coordinator

Los Angeles, CA

$21.50 - $29.75/hr

... events passed on by the Catering & Events Sales Team. The Coordinator will organize, finalize ... Supports unit in being an example for Company & Client guidelines with regard to Sustainability ...

ssagroup

Catering - Event Sales Coordinator

Los Angeles, CA · On-site

$21.50 - $29.75/hr

... events passed on by the Catering & Events Sales Team. The Coordinator will organize, finalize ... Supports unit in being an example for Company & Client guidelines with regard to Sustainability ...

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Special Events and Conference Coordinator, IS-0301-09

Smithsonian Institution

Washington, DC

$70K - $80K/yr

Full-time

Medical, Dental, Vision, Life, Retirement

Posted 20 days ago

Smithsonian Institution rating

8.6

Company rating: 8.6 out of 10

Based on 25 frontline employees who took The Breakroom Quiz

2nd of 29 rated museums

Job description

Description
OPEN DATE: Month August 10,2026                   
CLOSING DATE: September 10,2026              
POSITION TYPE: Trust Fund
APPOINTMENT TYPE: Indefinite     
SCHEDULE: Full Time
DUTY LOCATION: Washington, DC 

Position sensitivity and risk:
Noncritical Sensitive /Moderate 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. 

OVERVIEW
This 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. The Office of Special Events and Protocol reports directly to the Office of Communications and External Affairs of the Smithsonian
Institution. Add summary of unit and position.

DUTIES AND RESPONSIBILITIES
The incumbent serves as a Special Events Coordinator responsible for planning, coordinating, and executing a broad range of high-profile Smithsonian Institution events and conferences. Assignments often involve significant visibility and require coordination with senior Smithsonian leadership, government officials, diplomatic representatives, donors, members, and external stakeholders.
  • Plans, develops, coordinates, and executes complex special events, conferences, ceremonies, receptions, dinners, luncheons, exhibition openings, symposia, and official visits, frequently under compressed timelines and with multiple stakeholders.
  • Serves as the primary liaison with internal Smithsonian offices and external organizations, including the White House, Department of State, Supreme Court, federal agencies, museums, corporations, private foundations, and diplomatic missions to ensure successful event planning and execution.
  • Develops comprehensive event plans that include logistics, timelines, transportation, room configurations, seating charts, décor, catering, entertainment, audiovisual support, security coordination, protocol requirements, and contingency planning.
  • Ensures all events comply with Smithsonian Institution policies, procedures, standards, and protocol requirements by reviewing proposed activities and providing guidance to internal and external partners.
  • Conceptualizes and implements creative event strategies that advance institutional priorities, strengthen donor and member engagement, enhance public awareness, and support fundraising and stewardship objectives while maintaining established budget parameters.
  • Prepares, monitors, and manages event budgets; develops cost estimates; coordinates procurement activities; secures contracts in accordance with Smithsonian acquisition policies; verifies invoices; monitors expenditures; and prepares post-event financial reconciliations and recommendations.
  • Coordinates competitive vendor selection processes and oversees contractor performance for catering, audiovisual services, transportation, rentals, décor, printing, entertainment, and other event support services.
  • Develops project schedules and milestone timelines to ensure all planning activities remain on schedule and meet established deadlines.
  • Coordinates event logistics by scheduling venues, conducting site visits and walkthroughs, preparing room diagrams and setup configurations, and developing detailed operational plans for event implementation.
  • Drafts, edits, and coordinates production of invitations, programs, signage, name badges, table cards, guest materials, and other event-related publications while ensuring compliance with Smithsonian branding and editorial standards.
  • Develops invitation lists, manages invitation distribution, tracks RSVPs, prepares guest and identification lists, coordinates seating assignments, and supports VIP guest management activities.
  • Applies diplomatic protocol principles in planning official ceremonies and visits involving ambassadors, heads of state, senior government officials, members of the Diplomatic Corps, and Smithsonian leadership. Provides guidance to Smithsonian staff regarding protocol, ceremonial practices, and diplomatic courtesies.
  • Establishes and maintains collaborative relationships with Smithsonian leadership, Office of Advancement, Office of Protocol, government agencies, diplomatic representatives, donors, members, volunteers, vendors, and community partners to support institutional events and strategic initiatives.
  • Recruits, trains, mentors, and provides guidance to event staff, volunteers, interns, and new employees. Assigns work, communicates expectations, monitors performance, and ensures quality customer service throughout all phases of event execution.
  • Directs onsite event operations by coordinating staff, contractors, vendors, and support personnel; resolves issues in real time; and ensures events are executed professionally and in accordance with institutional standards. Represents the Director during events, as assigned.
  • Prepares and distributes detailed event operation memoranda outlining responsibilities, schedules, logistics, and support requirements for participating Smithsonian offices and service providers.
  • Conducts post-event evaluations to assess operational effectiveness, identify best practices, recommend process improvements, and maintain historical event records, statistics, and planning documentation.
  • Serves as an institutional resource on Smithsonian special events policies and procedures by advising staff, interpreting policy requirements, responding to inquiries, and recommending updates to existing guidance and operational practices.
  • Supports strategic planning initiatives by analyzing historical event data, preparing reports, maintaining event records, and assisting with long-range program planning for the Office of Special Events and Protocol.
  • Drafts correspondence, briefing materials, memoranda, reports, and other written communications for executive leadership on matters related to special events, protocol, and conference planning.
  • Performs evening, weekend, holiday, and travel assignments as required to support Smithsonian events and official functions.
  • Performs other related duties as assigned.

QUALIFICATION REQUIREMENTS
Education 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 5-8 years of related experience (described below); or an equivalent combination of education and experience.
  • Knowledge of special event and conference planning principles, practices, and procedures, including event logistics, scheduling, venue coordination, and protocol requirements.
  • Knowledge of diplomatic and ceremonial protocol, including order of precedence, official ceremonies, receptions, and events involving senior government officials, ambassadors, dignitaries, donors, and executive leadership.
  • Knowledge of the organizational structure of the U.S. Government, foreign governments, nonprofit organizations, and private-sector entities sufficient to coordinate protocol, seating arrangements, and official functions.
  • Knowledge of administrative and management principles to coordinate multiple projects, improve operational processes, adapt to changing priorities, and ensure efficient program operations.
  • Ability to establish and maintain effective working relationships with Smithsonian leadership, staff, donors, board members, volunteers, diplomatic representatives, vendors, and members of the public while exercising diplomacy, tact, and discretion.
  • Ability to manage multiple assignments simultaneously, prioritize competing demands, meet frequent deadlines, and produce accurate, high-quality work under pressure.
  • Ability to exercise initiative, sound judgment, organization, flexibility, and attention to detail while independently carrying out assignments.
  • Skill in coordinating, assigning, and monitoring the work of staff, volunteers, interns, contractors, and support personnel to ensure successful event execution.
  • Skill in preparing, monitoring, and controlling budgets, estimating costs, tracking expenditures, and reconciling event expenses.
  • Skill in written and oral communication to prepare reports, correspondence, briefing materials, event plans, and presentations, and to communicate effectively with diverse internal and external stakeholders.
  • Ability to analyze event requirements, anticipate issues, develop practical solutions, and make sound decisions before, during, and after event execution.
 
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   

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