Administrative and Operations Assistant

Working closely with the Executive Director and senior staff, the Administrative Assistant is a key member of the SLOMA team and plays an integral role in supporting the Museum’s administrative, financial, and development operations. This position is ideal for a highly organized, detail- and process-oriented professional who thrives in a dynamic, growing organization.

As SLOMA enters an exciting period of expansion, this role offers significant opportunity for professional growth, increased responsibility, and deeper involvement in institutional strategy and operations.

Key Responsibilities

• Executive & Administrative Support
• Provide high-level administrative support to the Executive Director, including managing Board meeting logistics, preparing materials, and taking meeting minutes
• Prepare routine correspondence and support internal communication and coordination across departments
• Maintain organized filing systems and manage records in accordance with the Museum’s document retention policies
• Track and maintain office supply inventory and general office operations
• Answer phones and serve as backup support for the Visitor Services team; receive and distribute mail

Financial & Operational Support

• Create, track, and categorize invoices; distribute payable invoices to bookkeepers for processing
• Process online sales and ensure accurate database records
• Prepare daily and monthly revenue reports
• Maintain accurate financial documentation and support process improvements in administrative and financial workflows

Development & Membership Support

• Manage Museum memberships, including processing membership sales and acknowledgements, preparing renewal reminders, and maintaining the membership database
• Generate membership and development reports, including tracking membership numbers and renewal response rates
• Assist with mass direct mailing campaigns, event invitations, and membership-related communications
• Support membership events, promotions, and donor engagement activities
• Research and help develop new strategies to attract, retain, and grow Museum membership
• Event & Program Support
• Provide administrative support for Museum events, including event logistics and registration
•  Assist with development and membership-related events as needed

Note: This role includes occasional evening and weekend hours, particularly in support of Museum events

Other

• Perform additional duties as assigned to support the Museum’s mission and operations

Qualifications & Attributes

• Highly detail-oriented with strong organizational and process management skills
• Comfortable working with financial data, databases, and reporting
• Ability to manage multiple priorities and deadlines in a fast-paced environment
• Strong communication skills and a collaborative, team-oriented approach
• Interest in arts, culture, or nonprofit work preferred

Growth Opportunity

• This role is well-suited for someone eager to grow with the organization. As SLOMA expands, the Administrative Assistant will have opportunities to take on increased responsibility, deepen expertise in nonprofit administration, development, and finance, and play a meaningful role in shaping the Museum’s future