Reports to: Director (Full-time, Salaried, Exempt)

Job will close when filled.

AssistsJob responsibilities include assisting the Director with all aspects of Museum business and must maintain a great degree of confidentiality.

Minimum Qualifications

• Bachelor’s degree
• At least 5 years related administrative experience, non-profit/museum setting preferred
• Some knowledge of Native American material arts and culture preferred
• Supervisory experience

Knowledge and Skills

• Demonstrated interest in or knowledge of arts and culture
• Native cultural awareness and sensitivity to a multi-cultural environment
• 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, a plus

Essential Responsibilities

• Responsible for producing and mailing annual fund solicitation letters; Maintenance of records for funding 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, Funding Campaigns, Annual Benefit, General donations)
• Serves as liaison to the Friends board by attending meetings, answering questions, assisting committees as needed with special events, and assisting with proofreading all communications. Requests Director’s approval for all Friends programs and events
• Attends Trustee 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 the annual Auction committee on all aspects of the 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; annual reconciliation of sales and items.
• 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 scheduling tours and arranging docent-led group tours as requested
• 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/membership data entry on Versai program; provides back up to front desk admissions clerk
• Photocopying as necessary, such as docent materials for walk-throughs
• Assists with maintenance of museum spaces and organization of material and supply needs
• Other duties as assigned by Director

Physical Requirements

• Ability to lift, carry and otherwise move up to 40 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

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.

Submit resume and three references to Jean Higgins, Wheelwright Museum Executive Director, director@wheelwright.org.