Position Title: Administrative Assistant -- Marketing and Development
Reports to: Director of Marketing and Sales
Department: Marketing and Development
FLSA Status: Non-Exempt/Hourly, Full-time
Summary:
The Administrative Assistant will work directly with the Development and Marketing teams to provide a number of support services to help maximize productivity within these departments. Providing direct administrative/project support to the Sr. Director of Philanthropic Strategies & Programs and the Director of Marketing and Sales, the Administrative Assistant will play a vital role in maximizing productivity by handling a variety of administrative and project responsibilities, ensuring smooth operations, and contributing to the success of the Museum’s fundraising and marketing initiatives. The ideal candidate is a hardworking professional who thrives in a collaborative environment and demonstrates a strong team player spirit.
Key Responsibilities:
Overall
- Manages administrative support activities for the Sr. Director of Philanthropic Strategies & Programs and the Director of Marketing and Sales, such as scheduling meetings, maintaining calendars, preparing meeting agendas and packets, recording meeting minutes, filing and organizing (physical and digital), and handling mail and special mailings.
- Monitors office supply inventory levels for both Development and Marketing departments, ensuring timely restocking through purchase orders or internal requests, and coordinate with vendors as needed.
- Performs basic bookkeeping/accounting tasks to assist staff with budget management. Logs activity expenses and verifies with finance/accounting staff to insure event activities are within budget. Coordinates director reimbursement requests, check requests, and receipts. Ensures all invoices/purchase orders are approved and signed by the proper director.
- Demonstrates flexibility by handling a variety of errands as needed, including picking up printing materials, completing post office runs, and making deliveries.· Organizes and updates department project management software (Monday.com Work Management).
- Promotes a pleasant and organized work environment by assisting with tidying and maintaining the Development and Marketing common areas. This includes, but is not limited to, tasks like organizing shared supplies, sanitizing surfaces, and ensuring proper waste disposal.
- Maintains a professional and courteous demeanor in all interactions.·
- Other duties as assigned.
Development:
- Assists with processing and preparation of donor-related communications, including but not limited to acknowledgment letters, membership packets, special event invitations, etc.
- As needed, opens mail, photocopy gifts, prepares checks, and credit cards to ensure timely processing of donations in accordance with established requirements and standards.
- Provides exceptional communication support as needed by responding to member and donor inquiries and drafting personalized correspondence.
- Contributes to the success of Development-led events (including annual gala, donor/member events, etc.) by providing administrative and logistical support Marketing
- Responsible for photography and videography at all musuem events including but no limited to internal and external community events, educational programs, special private events, media opportunities, VIP engagement, etc.
- Develops and organizes a museum photo/video assets system
- Collaborates with other departmenst to order reoccuring museum merchandise and marketing assets.
- Takes inventory of, organizes and maintains proper care for marketing supplies such as banners, sign holders, signs, tech equipment, and more.
Qualifications/Education/Skills:
- High school diploma or equivalent; 1-2 years related administrative experience and/or training; or equivalent combination of education and experience.
- Valid driver's license, use of personal vehicle, valid motor-vehicle insurance, and satisfactory driving record.
- Proven track record of strong organization skills, and attention to detail.
- Requires excellent customer service and follow-up skills, and an outgoing and positive personal style.
- Proficient in Windows computing environments; Microsoft Office products including Word, Excel, and PowerPoint. Ability to work independently and effectively handle multiple competing projects with an eye on deadlines and goals.
- Ability to communicate clearly and effectively; interacts well with peers, donors, volunteers, and the general public.
Miscellaneous Abilities:
- Ability to collaborate with peers and other departments and is a team player with can-do attitude.
- Ability to respond appropriately to rush projects while under pressure.
- Understanding and dedication to the philosophy and principles of service to a non-profit agency.
- Understanding of and respect for persons of military background.
- Positive public relations attitude and approach when dealing with the public.
Working Conditions:
- Mostly work indoors in an office setting with periodic outdoor work for events.
- Must be able to lift/carry up to 30 pounds.
- Physical demands include sitting, working on the computer, talking/listening on the telephone and reading detailed paperwork.
- Some lifting may be required when setting up trade shows and moving boxes of literature that weigh up to 30 pounds.
Schedule:
- Typically 9:00am-5:00pm, Monday-Friday, will occasionally require holidays, weekends and evenings.
- Flexibility required as projects and assignments may from time to time require more than 40 hours per week.venings.
Dress Code/Appearance: Required to dress in a business professional manner and presence.
Job Type: Full-time
Pay: $18.00 - $20.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
