About the Job
This position coordinates/facilitates the day-to-day operations of the administrative offices and provides support to all administrative staff members. The Administrative Assistant serves as a liaison between the office and internal and external constituents including staff, volunteers and Trustees. This position is also responsible for a wide range of administrative activities including: processing weekly bank deposits; maintaining active paper and electronic files; setting up meetings and conference calls; processing time-sensitive correspondence with Trustees, the general public, donors and members; taking meeting minutes; and maintaining the institutional calendar. In all activities, details are of the utmost importance. It is critical that the person in this position be detail oriented, organized and be able to take on a variety of different tasks with a positive attitude. This position requires the ability to function independently and in a flexible and dynamic team environment and to efficiently accomplish multiple duties and tasks daily.
Responsibilities: Take and prepare meeting minutes for Board and Board Committees
Prepare correspondence, reports and other documents for Director/Administrative Staff
Prepare weekly bank deposits
Prepare weekly packet for bookkeeper
Work collaboratively and cordially with admissions staff
Provide monthly sales reconciliation and itemized inventory to bookkeeper
Maintain point of sale/database systems (Agile Ticketing) for institutional sales and ticketing
Open mail daily and process checks in Donor Database (Donor Perfect/Agile Ticketing)
Maintain office-filing systems
Maintain office/cleaning supplies
Maintain the institutional calendar for Board/Director/entire administrative staff
Answer phones and email with prompt follow through as needed
Coordinate special projects or research tasks as needed
Assist with and attend fundraising and special events as needed
Set-up and book facility rentals
Keep office and kitchen stocked Coordinate catering/set up for board meetings/special events/openings
Maintain key administrative lists and spreadsheets for office
Prepare agendas for staff, board and committee meetings Assist in the planning of logistics for major events – namely the museum’s largest annual fundraising event, Biggs Museum Gala – POC for catering, rentals, auction logistics, and event set up
Other duties as assigned
Bachelor’s degree preferred with three to five years of administrative experience. Honest, reliable, organized and energetic with excellent oral and written communication skills. Must be a detail oriented, self-starter, who excels at time management and multi-tasking.
Proficiency in Microsoft Suite required. Former experience in databases and point of sale systems a plus. Background check required. Salary based on experience. Excellent benefits.
Email Resumes and Cover Letter to Executive Director Charles Guerin at email@example.com