Administrative Assistant (full time)

General Description:

The Administrative Assistant is responsible for performing a variety of administrative and clerical tasks to ensure the efficient operation of an office. Duties of the role include providing support to several executive level managers and others, assisting in daily office needs and managing the organization’s general administrative activities. Responsible for working with confidential and time sensitive information.

Duties and Responsibilities:

* Organize and schedule meetings between internal managers and external partners including the Board Trustees, members, potential Board members and sponsors

* Maintain and assist in communication with the Board of Trustees

* Assist in planning meetings including preparation of materials and taking minutes

* Staff the Welcome Desk for a shift on a regular basis and as needed; interact with visitors

* Work with staff and consultants/lobbyists to arrange Behind the Scenes VIP Tours

* Maintain electronic filing systems (OneDrive and Shared Network Drives)

* Maintain hybrid meeting systems (Logitech and OWL)

* Maintain Outlook contact lists and notes

* Make travel arrangements as necessary

* Prepare reports

* Work with vendors and consultants

* Research and create draft presentations

* Record Executive Director interactions in Altru

* Develop and update administrative systems to make them more efficient

* Reconcile and submit expense reports, review invoices prior to submission

* Order office and event supplies, research new purchases/suppliers, as needed. Store and organize event supplies for trustee meetings, stakeholder lunches, etc.

* Act as the point of contact for internal and external partners

* Write and distribute email, other correspondence

* Produce and distribute correspondence

* Receive and sort mail

* Resolve administrative issues

* Maintain professional and technical knowledge by attending appropriate workshops/webinars

* Assist with marketing and other mailing material preparation including copying, binding, scanning, packaging

* Assist with Museum events, may include evenings and weekends

* Provide general administrative support

* Organize meetings, events, lunches, and dinners

* Coordination of facility rentals

* Other duties as assigned

Qualifications:

* Two to three years of related experience required

* High school degree or equivalent (GED) required; prefer Associate’s Degree

* Excellent oral and written communication skills with an ability to successfully interact with community leaders, corporate executives, donors, and elected officials

* Customer service outlook; ability to interact with visitors in a welcoming and helpful manner

* Highly organized and able to manage multiple projects at once.

* Highly proficient in PC and Microsoft products including Word, Excel, PowerPoint, Outlook, Calendar, Teams, Altru CRM, Zoom, OneDrive, MS SharePoint, Doodle Polls, etc.

* Familiarity with general office equipment

* Excellent time management skills and the ability to prioritize work and multitask

* Attention to detail

* Problem solving skills

* Organizational and planning skills

* Knowledge of office management systems and procedures

* Excellent written and verbal communication skills

* Facility with communicating with all levels in an organization

* Displays good judgement to accomplish goals

* Affinity for excellent internal and external customer service

* Positive demeanor

* Proven reliability and trustworthiness

* Ability to work independently and collaboratively

* Ability to lift 15 lbs.

For additional information

Please visit: https://www.connecticutmuseum.org/job-internships/

Compensation

$24.00 to $27.00 per hour.

Benefits

Eligible for generous full time employee benefits including paid vacation and sick time, participation in employer-contributing 403b plan, and health, life and disability insurance.

Schedule

Full time. Monday through Friday. Mainly on-site in Hartford, CT; some remote work potentially.

Other

Review of applications will commence immediately and continue until position is filled. Final candidate subject to background and reference check.

How to apply

Please email cover letter and resume by March 31, 2025.

The Connecticut Museum is an affirmative action-equal opportunity employer.

Job Type: Full-time

Pay: $24.00 - $27.00 per hour

Expected hours: 35 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Administrative Assistant: 2 years (Required)

Ability to Commute:

• Hartford, CT 06105 (Required)

Ability to Relocate:

• Hartford, CT 06105: Relocate before starting work (Required)

Work Location: Hybrid remote in Hartford, CT 06105

Salary : $24 - $27