What are the responsibilities and job description for the Administrative Assistant position at William King Museum of Art?
This position supports administrative functions for the museum’s Executive Director(20%), specifically with meetings and communications associated with board and staff management and donor and community relations. This position will work closely with the Director of Annual Giving (50%), managing all donor records, both paper files and online records, including requests, acknowledgments, and interim communications. It will participate in other fundraising activities, particularly those associated with donor base management, mailings, and receptions. This position will manage the administrative office, as well as the lobby and its volunteers, (not including paid staff or volunteers through SPSEC) (30%). This position reports to the Museum’s Executive Director and Director of Finance & Administration. It works closely with the Director of Annual Giving and the museum’s Assistant Business Manager.
Essential requirements for this position are the ability to work independently while within the framework of an organizational work plan, to maintain flexibility, to communicate easily with a variety of individuals and groups in order to promote good working relationships, and to display a natural tendency for finding solutions that promote efficiency and camaraderie.
This position will also include occasional weekend shifts when necessary
Specific aspects of this position include:
- managing meetings of the Executive Director, including those for board, staff and community committees; preparation of board packets and notebooks, including reminders and agendas;
- setting the room and managing (but not taking) the minutes for all meetings, and including taking minutes for staff meetings;
- managing communications for the Executive Director, serving as the primary contact person when appropriate;
- being aware of and keeping current the daily calendar for the Executive Director and adding/deleting items as needed;
- keeping the schedule, paperwork, notebooks and any other written materials related to the work of the Board of Trustees in the name of the Executive Director;
- managing the Administrative Office suite, including its supplies, orderly appearance, and working arrangement as well as maintaining all paper files for administration;
- collecting incoming mail from PO Box and on-site mailbox, managing outgoing mail when necessary;
- managing the front lobby, with oversight by the Director of Finance & Administration, ensuring its appearance and information are correct, and recruiting and training individuals who will function as volunteer frontline staff
- serving as membership and donor secretary, managing all acknowledgements and records, working closely with the Director of Annual Giving & Assistant Business Manager;
- participating in large mailings, as needed;
- serving as manager, with the Assistant Business Manager, of all Museum numbers: visitors, education participants, events, and receptions;
- other duties as assigned by the Executive Director or Director of Finance & Administration.
To apply email cover letter and resume to Casey Powers cpowers @ wkmuseum.org