ASSISTANT TO THE DIRECTOR

Full-Time (Currently accepting resumes)

Assists the Director with all aspects of the Museum business. Must maintain a great degree of confidentiality.

MINIMUM QUALIFICATIONS

  • Bachelor’s degree
  • At least 5 years related administrative experience, non-profit/museum setting preferred
  • Supervisory experience

KNOWLEDGE AND SKILLS

  • Demonstrated interest in or knowledge of arts and culture
  • Ability to multi-task
  • Strong knowledge of Microsoft Office programs
  • Experience assisting with event planning
  • Strong interpersonal, planning, and organizational skills
  • Ability to work independently and collaboratively with others to achieve overall goals and objectives
  • Experience working with budgets, necessary

ESSENTIAL RESPONSIBILITIES

Responsible for drafting annual fund solicitation fund letters; Maintenance of records for capital campaigns; Completion of check-log for memberships, donation box, and other donations; Prepares charitable contribution certificates and thank you letters for all donations (Annual Fund, Capital Campaign, Auction, General donations, Collector’s Circle)

  • Serves as liaison to the Friends board by attending meetings, answering questions, assisting committees as needed with special events, and assisting with proof-reading all communications. Keeps Director informed of all Friends programs and events
  • Attends Trustee and committee meetings as requested; Responsible for meeting-related reminders to trustees
  • Responsible for set up/clean up of room for meetings, including food set-up as needed
  • Attends all related meetings and works with annual Auction committee on all aspects of an event, including intake and logging of donated items, ordering of needed materials, coordination of transportation/parking, vendor contracts, submission of required city forms and submission of forms required by the IRS
  • Responsible for initial volunteer orientation; Maintains log of hours worked by volunteers and historic list of awards given to volunteers; Plans and coordinates Volunteer Luncheon;
  • Works with Education Coordinator to develop training and enrichment programs; Responsible for creating Gallery Host name signs; Arranges docent-led group tours as requested
  • Maintains current and historic Collector’s Circle membership list; Maintains historic document of places visited by the group; Responsible for sending out notices of the groups events;
  • Assists the committee as needed
  • Works with Fiscal Officer to check documentation for reports and assists with preparation for and working on the annual audit; Assists Fiscal Officer with development of annual budget;
  • Responsible for all Matching Gift requests; Executes stock transfers
  • Coordinates staff meetings; Notifies staff of events, work changes, etc.; Answers questions raised by staff

ADDITIONAL RESPONSIBILITIES

  • Creation and distribution of museum calendar
  • Notification of staff when the museum is closed for emergency situations or inclement weather
  • Works with caterers on special events
  • Phone and email responses to questions about the museum and/or exhibits
  • Donation data entry in Versai
  • Photocopying as necessary
  • Other duties as assigned by Director

PHYSICAL REQUIREMENTS

  • Ability to lift, carry and otherwise move up to 20 pounds on a regular basis
  • Ability to sit, stand, bend, kneel, reach, push, pull, or walk for various lengths of time throughout the day
  • Ability to utilize computer equipment to complete daily work responsibilities
  • Ability to operate fax/copy machines, telephone, calculator and general office equipment

EQUAL OPPORTUNITY EMPLOYMENT

The Wheelwright Museum is committed to Equal Employment Opportunity. It is our policy to encourage and support equal employment opportunity for all associates and applicants without regard to age, sex, race, color, ancestry, religious creed, national origin, pregnancy, physical or mental disability, medical condition, marital status, political affiliation, sexual orientation, gender identity, individual genetic information, disabled veteran or Vietnam Era Veteran status.

AMERICANS WITH DISABILITIES ACT

Applicants as well as employees who are, or become, disabled must be able to perform the essential job functions either unaided or with reasonable accommodation. The organization shall determine reasonable accommodation on a case-by-case basis in accordance with applicable law.

JOB RESPONSIBILITIES

The above statements reflect the general duties and responsibilities considered necessary to perform the essential functions of the job. This document should not be considered a fully detailed description of all the work requirements of the position. The Wheelwright Museum may change the specific job duties with or without prior notice based on the needs of the organization.

HOW TO APPLY

Email your resume and letter of interest to Jean Higgins, asstdir@wheelwright.org.