Administrative Assistant

NATURE AND SCOPE:

The Durham Museum is seeking an experienced and highly organized Administrative Assistant to provide comprehensive support to the Executive Director and manage the daily functions of the museum's administrative office. This role is a vital first point of contact for all museum stakeholders, including the Board of Directors, staff, volunteers, donors, and the public.

This position requires a proactive, reliable professional who can handle a wide range of responsibilities with discretion and efficiency. You will be instrumental in ensuring the smooth operation of the administrative office, from managing communications and scheduling to coordinating Board and staff events and maintaining office resources. The ideal candidate is a positive, detail-oriented problem-solver who can handle a variety of tasks in a dynamic, fast-paced environment.

RESPONSIBLITES:

• Executive Support: Provide direct administrative support to the Executive Director, including calendar management, travel arrangements, meeting preparation, and confidential correspondence.
• Administrative Desk & Communications: Serve as a primary point of contact for the museum. This includes answering and directing all incoming calls, greeting visitors to the administrative office, and managing the main info@durhammuseum.org email account.
• Event Coordination: Plan and execute a variety of internal events and meetings, such as Board of Directors meetings, weekly senior staff meetings, and monthly all-staff gatherings. This involves coordinating with vendors, compiling agendas and notes, and ensuring all logistical details are handled flawlessly.
• Office Management: Ensure the administrative office and staff kitchen are well-maintained and stocked. This includes ordering and organizing office supplies and kitchen essentials (snacks, beverages), as well as facilitating mail distribution and donation requests, and overseeing general administrative office equipment. The role is also responsible for managing the staff kitchen's tidiness and organization, which includes starting and emptying the dishwasher and notifying facilities when a cleaning is required.
• Data Entry & Reporting: Assist with data entry and management, including updating information in the museum's Altru database, entering reservations, tracking attendance for reporting, and monitoring monthly postage and printing usage.
• Team Collaboration: Draft and distribute daily announcements and communications, providing timely updates on museum events and operational changes to the entire staff. Serve as a guide and train staff on the proper use of administrative office equipment.

QUALIFICATIONS:

• Experience: 2-4 years of experience in an administrative assistant, customer service, or a related role.
• Education: An associate's degree in a relevant field (i.e., public relations, communications, business) or equivalent work experience.

Skills:

• Exceptional Organization: Proven ability to manage multiple projects, prioritize tasks, and maintain strong attention to detail in a busy environment.
• Communication: Excellent written and verbal communication skills, with a welcoming and professional demeanor.
• Independence: Self-directed and capable of working independently with minimal supervision.
• Technical Proficiency: Competence in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is required. Experience with Blackbaud Altru or other database management systems is a plus.

WORKING CONDITIONS:

• This is a full-time, non-exempt position.
• The work schedule is typically Monday through Friday, with occasional evenings and weekends required for museum events and activities.
• Physical requirements include routine periods of sitting, standing, and walking, as well as the ability to lift up to 40 pounds on occasion.

Job Type: Full-time

Benefits:

• Dental insurance
• Health insurance
• Retirement plan
• Vision insurance

Work Location: In person