Administrative Assistant

The Runestone Museum is seeking a self-motivated, forward-thinking, cheerful individual to join our team as a full-time administrative assistant.  We are looking for an efficient multi-tasker who is well-organized and comfortable prioritizing the many demands of the museum. The person in this position works closely with the Executive Director and fulfills a variety of duties which include assisting with basic operations of the museum, managing social media platforms, greeting guests and working in the gift shop, maintaining the membership database, keeping the Museum clean and the displays focused, and other duties as assigned. 

Job Purpose

Provide operational and administrative support to the Executive Director and to the museum’s growing scope of programming while adhering to the museum’s mission. Be the point of contact for Museum Store management and performance.  Assist in volunteer programing and scheduling.

Primary Duties and Responsibilities

Office Management

• Provide administrative support to management
• Assist in scheduling volunteers
• Assist in planning, scheduling, and facilitating special events
• Schedule group tours and volunteer tour guides
• Use computer word processing, spreadsheet, and PastPerfect database software to prepare reports, memos, and documents
• Maintain Museum Membership, Sponsorship and Donation correspondence using Past Perfect
• Track Museum Store sales, inventory and trends while also ordering inventory and creating new products that align with the idea of “curating” a collection that accurately reflect the Runestone Museum Foundation
• Maintain online Museum Store
• Maintain website and online calendar (using third parties when necessary)
• Respond to mail and email per the Director's request 
• Purchase, receive and store office supplies
• Coordinate the maintenance of office equipment and facilities at management’s request
• Track bills to ensure timely payment
• Assist with social media marketing and event execution
• Month end bookkeeping duties as required

 Qualifications

 Education and Experience

• Associate’s Degree required (bachelor’s degree preferred)
• Post secondary education in business, computers, or office management is an asset
• Interest in history and/or museum operations desirable
• Prior hospitality, service industry, and/or event planning experience is a plus

Expectations

• Excellent communication and interpersonal skills
• Autonomously works on special events and non-recurring and ongoing projects
• Strong knowledge of MS Office, Outlook, QuickBooks, Point of Sales operating systems and database software
• Flexible and positive team player able to prioritize and manage multiple projects simultaneously while following through in a timely manner
• Excellent attention to detail and a strong personal work ethic
• Independent judgement is required to plan and prioritize a diverse workload
• Assembles highly sensitive and confidential information with discretion
• Acts as a project manager for special projects at the request of the Executive Director
• Runs and coordinates off-site errands including change orders, online store shipments and picking up miscellaneous supplies

Please submit resume to: Barbara Haacke, Executive Director; [email protected]