Special Events and Conference Coordinator, IS-0301-09

Description

• 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

DUTIES AND RESPONSIBILITIES

• 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

• 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.