Administrative Assistant

St. Louis County Historical Society seeks applicants for its full-time Administrative Assistant position. The starting salary is $37,440 - $41,600 plus benefits.

Please submit your resume and cover letter by February 24, 2025. Hard copies are preferred.

Mail to:

St. Louis County Historical Society

ATTN: R L Hein

506 West Michigan Street

Duluth, MN 55802-1505

Or email to: rjhein@charter.net

See the job description below for details.

St. Louis County Historical Society Job Description

Position Title: Administrative Assistant

Reports To: Executive Director

Description Valid As Of: January 2025

Job Type: Exempt Full-time

POSITION SUMMARY

Provides assistance to the Executive Director in a wide range of areas, including varied and complex office duties. Position requires regular communications with county and other levels of government, Society staff, building management, organizations within the St. Louis County Depot building, contractors, donors and members of the public. Other duties are performed as needed and/or requested, to help ensure smooth organizational functioning. The responsibilities require significant use of independent judgment and initiative within established policy and procedural guidelines. The position requires continued learning of the interrelated functioning of all areas of the organization in order to provide capable and informed assistance to the Executive Director.

The position reports solely to the Executive Director.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Helps foster collaborative working environment with staff, contracted staff, board president, board and committee members, affiliated historical organizations, county commissioners and other government employees, building management, organizations within the Depot, Society membership and the general public by representing the organization and the Executive Director.
• Position works to create a welcoming and productive environment, which requires extensive and effective communication skills. Position produces external and internal communications; some are independently generated and some are created collaboratively with the Executive Director.
• Schedules and coordinates meetings, as directed. Position may be asked to represent the interests of the Executive Director and the Society.
• Takes, transcribes, and distributes minutes and notes at board, committee and task force meetings (Except for Veterans related meetings), as requested.
• Serves as contact person/coordinator for other projects as needed and assigned by Executive Director.
• Contributes and collects data that is needed to produce the Society’s Annual Report.
• Assists Executive Director as requested with grant request preparation, documentation, and follow-up.
• Makes bank deposits and updates certain financial records.
• Responsible for maintaining sales inventory. Handles all aspects of in-person sales. Tracks and completes order fulfillment of online sales.
• Works cooperatively with Manager of Administrative to orders supplies.
• Generates thank you letters to donors.
• Opens, and distributes mail on a daily basis to Manager of Administrative Services, Executive Director and other staff.
• Maintains, updates, and oversees and revises, as necessary, all administrative operations records/files, in conjunction with the Manager of Administrative Services.
• Helps out with events, as needed, or as part of a team.
• Responds to requests for assistance: phone, e-mail and walk-in and refers to further resources as needed
• Provides editing assistance to staff, as needed.
• Assists Executive Director and organization in other activities, as needed, not specifically listed here.

Tentative:

• Organizes a History Speakers Program, similar to History in a Pint, but have an emphasis on local history; this could include some collaboration with neighboring counties like Douglas County.

EDUCATION/EXPERIENCE/QUALIFICATIONS

• Excellent written and oral communication skills are essential. Must possess the ability to competently and confidently edit and originate a wide variety of documents, publications and reports.
• A Bachelor’s degree is preferred. Two years minimum relevant experience is required. Significant related experience can be substituted for degree at the discretion of Executive Director.
• Basic math skills are essential.
• Proficient in Microsoft Office Suite or Office 365. Experience developing publications, flyers and newsletters is preferred.
• Ability to prioritize and process multiple tasks of widely varying scope and content is required.
• Must be detail-oriented.

Job Type: Full-time

Pay: $37,440.00 - $41,600.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan

Schedule:

• Monday to Friday
• Weekends as needed

Work Location: In person

Salary : $37,440 - $41,600