Staff Assistant - National Gallery of Art - Washington DC, DC

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Title : Staff Assistant - National Gallery of Art - Washington DC, DC
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Staff Assistant - National Gallery of Art - Washington DC, DC

  • Summary

    This position is located in the Office of Special Events (DSE), Office of the Director (D), at the National Gallery of Art (NGA).

    Learn more about this agency

    Responsibilities

    The incumbent will:
    • Serve as Staff Assistant for Invitations and Protocol within the National Gallery’s Office of Special Events. Assist with the preparation of guest lists, invitation mailings and event seating for events sponsored by the National Gallery of Art, such as dinners, luncheons, receptions, symposia, and other functions.
    • Maintain a working knowledge of U.S. Government and foreign diplomatic mission structures and operations and identifies name, rank, and precedence according to rules of protocol. Establish and maintain files of key U.S. Government, foreign diplomatic, and U.S. business leadership as well as compiles and maintains lists of art affiliated groups or individuals who by reason of interest or position are important to the National Gallery.
    • Research and obtain pertinent data such as protocol information online. With guidance, maintain the “list assignment calendar” and suggests appropriate calligrapher styles for approval and then coordinates the work of calligraphers assigned to specific events.
    • Solicit guest list requests from various Gallery offices prior to upcoming events and follows up as necessary for submissions to be considered for final approval.
    • Confirm the accuracy of names, titles, marital status, and addresses for all guests on submitted internal and external lists and verifies compliance with federal government, diplomatic, and social protocol. Submit a dossier of appropriately annotated and categorized lists of persons to be considered for each event. Maintains postage accounting and prepares stamp requests for assigned events.
    • Prepare projections for review indicating the number of guests to be invited and the number of guests expected to attend and the number of invitations, envelopes, and reply cards needed. Prepare the schedule of events for each event and has it reviewed by the Chief of Protocol.
    • Review all calligraphed invitations, reply cards, and place and escort cards and notes corrections, additions, and deletions and is responsible for managing the mailing process. For seated events, prepare a protocol list of all officials on the acceptance list who have protocol rank and annotates this list with their proper ranking order. Work at all events which are for the most part in the evenings and occasionally on weekends. Maintain automated database of records and lists utilizing the Raisers’ Edge software and maintains a current library of publications and reference books and online resources necessary for protocol research and addressing etiquette concerns.

    Travel Required

    Not required
    Supervisory status
    No
    Promotion Potential
    07

    Who May Apply

    This job is open to…

    United States citizens and Nationals

    This position is also being advertised to status candidates via Merit Promotion procedures. The announcement number is: NGA-18-2B Questions? This job is open to 1 group.
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