Administrative Assistant II

Descripción del puesto

Smithsonian Tropical Research InstituteOffice of Human ResourcesAnnouncement No.38May 18, 2026NOTICE OF OPENINGApplications for “Administrative Assistant II” will be accepted effective immediately.Location of position:Tupper Building, Ancon, Panama City, Panama.Type of position: Full-time, Indefinite Contract.The Administrative Assistant II is responsible for supporting all logistics and operations related to the Smithsonian Tropical Research Institute’s (STRI) Adrienne Arsht Community-Based Resilience Solutions Initiative’s (The Initiative) programming, partnerships, event planning and coordination, and financial reporting.The position is based in the Tupper Building in Panama City, Panama. The incumbent serves under the supervision of the Director of Resilience and Sustainability.The Administrative Assistant II will have the following responsibilities: Serve as the Initiative’s “front office” point of contact, ensuring regular and consistent presence in the office to receive visitors, answer questions about the Initiative, understand schedule of Initiative team (staff and fellows), and manage access/use of the Initiative meeting room in Tupper. Coordinate as needed across departments (e.g., travel, communication, finance) and operating units at STRI and across the Smithsonian Institution (SI). Engage with professionalism and demonstrate excellent customer service and communication skills. Receive, screen, track, and prioritize incoming calls and visitors, providing information or directing inquiries to appropriate staff. Manage mail and packages, including sending, receiving, and ensuring proper distribution. Draft, prepare, and edit business correspondence and documents in English and Spanish using Microsoft Office applications (Word, Excel, PowerPoint, Access, Outlook). Schedule, coordinate, and manage meeting requests for Initiative leadership, including calendaring, logistics, invitations, and drafting correspondence on their behalf. Prepare agendas, assemble background materials, attend meetings when needed. During meetings, take notes, draft/distribute minutes or readouts, and track action items and follow-up requirements from meetings and events. Plan and organize special events, such as lunches, dinners, and high‑level visits, ensuring effective coordination with STRI (e.g., special events, facilities, public programs, communications, advancement, STRI Director’s office) and SI departments, as needed. Manage Initiative’s purchase card and associated tasks (e.g., receiving orders, reconciling statements to appropriate funds). Process purchase orders (POs) and payments, including developing scopes of work, coordinating with necessary departments, completing required forms, and fulfilling storeroom orders. As appropriate, engage directly and support vendors with PO-related submissions. Support travel arrangements for Initiative leadership (Director and Associate Director), including researching and booking travel, preparing travel authorizations and post-travel reports, maintaining travel records, and creating vouchers in Concur. Provide proactive daily support to the Director, including managing schedules, anticipating needs, arranging travel, processing expenses, and maintaining contacts. Operate office machines and manage communication channels, including email, phone, and in‑person interactions. Maintain organized online filing systems and oversee document management and archival processes (e.g., fellows’ reports, projects, permits with Panamanian authorities). Support Associate Director’s role in tracking partnerships, engagements, accomplishments, and other activities, as outlined in Initiative’s annual operating plan. Coordinate and support onboarding and activities of staff, interns, visitors, and/or fellows. Support with formatting and final submission of reports. Perform other duties as assigned.To be successful in this role, you should meet the following requirements: Undergraduate degree + 3-5 years of relevant experience OR master’s degree in administration or related field. Ability to effectively and professionally communicate with (verbally and in writing) a wide range of people (including internal and external leadership) fluently in both English and Spanish in a multicultural environment. High level of demonstrated organizational skills. Experience in administrative best practices such as organization of information and administration of projects. Knowledge of or aptitude to quickly learn computer software applications (e.g., Microsoft Office, Microsoft Excel, Microsoft Word, Canva). Ability to adapt to work in a fast paced-environment and undertake multiple activities simultaneously.Interested candidates please access web page: https://strijobs.si.edu/jobs/detail/administrative-assistant-ii-4, complete the required fields and upload updated resume. Open until filled, review of application will begin June 8, 2026.