Administrative and Executive Assistant

Reports to: Director

Status: Full time, non-exempt

General Description: The Administrative and Executive Assistant supports the office of the Director and the administrative offices. He/She/They coordinate correspondence, schedule meetings and take minutes, maintain BoardEffect software and handles other administrative tasks as well as provide the day-to-day assistance to the Director. The position serves as the administrative office receptionist, answering phones and greeting the public as well as other administrative duties.

Responsibilities:

Provide administrative support to the Director
Answer phones and direct them appropriately
Deliver exceptional customer service to members and visitors
Maintain and troubleshoot office equipment
Scan memberships and donations into the copier for the Advancement Office
Take daily receipts to the bank
Monitor office supply inventories and restock as needed
Schedule routine maintenance requests and work orders
Sort mail and deliver to the post office at the end of each day
Update employee phone list
Act as conduit with IT for email, computer issues and phones; works with IT to set up new employee email accounts and disable unused ones
Arrange and schedule committee and staff meetings. Take minutes at meetings.
Maintain the museum calendar
Learn the basics of Altru, the museum’s visitor and donor database
Update and maintain BoardEffect, the board software system
Attend the weekly Ops meeting and take minutes for the team.
Maintain a professional workplace

Qualifications:

High school graduate; some post-secondary education preferred
2 or more years of office experience, preferably at a non-profit
Proficiency in Microsoft Office, Excel
Ability to learn new computer programs

Related Skills:

Exceptional communication and organizational skills.
Ability to pay attention to details and perform work efficiently and accurately.
Desire to learn new computer programs and skills, suggest new process and procedures for efficiency and accuracy.
Discretion in handling confidential information.
Ability to answer calls and greet the public in a professional manner.
Ability to excel in a dynamic, team environment
Comfortable multitasking and prioritizing tasks without guidance

$21/hour

Apply for the position here below:

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