Assistant Director

TITLE: Assistant Director                                                                                               REPORTS TO:  Executive Director

PRIMARY FUNCTION 

The Heritage Center and Indian River Citrus Museum is looking for an Assistant Director to join a fun, close knit team of staff and volunteers passionate about historic preservation, local heritage and Indian River Citrus!

The Assistant Director plays a key role in supporting our mission by coordinating rentals, assisting with community events, delivering exceptional customer service and maintaining high organizational standards. This role also supports the Executive Director with administrative tasks, database maintenance, reporting, grant management and donor correspondence.

This is a full time position with variable working hours. Schedule is dependent of event rentals. Primarily daytime hours with some hours on nights and weekends required to support rentals and special events.

KEY ROLES

• Collaborate with the Executive Director to identify and plan community events and rentals over a two-year timeframe.
• Maintain accurate event scheduling and ensure readiness for upcoming events.
• Regular communication with renters regarding all aspects of their rentals.
• Process contracts and payments for event-related costs and revenues; ensure all files and documents are well-organized.
• Conduct event check-ins, walkthroughs, and oversee key delivery/return processes.
• Ensure all documents are professionally prepared and organized for distribution.
• Utilize Excel and other reporting tools to track real-time and future revenues and expenses.
• Attend assigned events, manage on-site logistics, and oversee cashing in/cashing out procedures.
• Assist the Executive Director in identifying potential special events, workshops, and rental opportunities while fostering the retention of recurring events.
• Provide engaging tours of the Heritage Center and Indian River Citrus Museum for visitors and prospective clients.
• Assist with procurement of unique items for museum store
• Assist in donor recognition efforts.
• Assist the Executive Director’s in handling administrative tasks, coordinating schedules, and ensuring smooth day-to-day operations.

ADDITIONAL RESPONSIBILITIES

• Develop a working knowledge of the Heritage Center and the Indian River Citrus industry.
• Become proficient in Bonterra/Network for Good
• Perform database entry and maintenance.
• Promote events and share relevant information through social media, photography, and community outreach.
• Assist in maintaining and growing Vero Heritage’s social media presence.
• Other duties as assigned by the Executive Director.

SKILLS/KNOWLEDGE REQUIRED

• High School Diploma and at least one year of related experience, or equivalent.
• Proficient in Microsoft Office and Meta social media platforms. Canva experience a plus.
• Strong written and verbal communication skills.
• Excellent organizational and project management abilities.
• Demonstrated experience with customer service and the ability to resolve issues effectively.