Assistant to the Director

The Assistant to the Director applies considerable talents of organization, relationship management, and problem solving to support the Executive Director of the Webb Deane Stevens Museum and to the general operations of the Museum and its parent organization, the National Society of The Colonial Dames of America in The State of Connecticut. In doing so, this individual exercises the utmost discretion and demonstrates a consistent ability to connect and triangulate among a wide spectrum of stakeholders across the board, staff, and membership. In return, the position offers considerable opportunity for mentorship and growth through close proximity to executive- and board-level strategy and decision making at a cultural nonprofit organization.

This position reports to the Executive Director of the WDS Museum and requires clear and consistent communication with the NSCDA-CT President and other members of the Board of Managers.

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ESSENTIAL RESPONSIBILITIES

I. Executive Support

• Manage the Executive Director’s calendar for optimal efficiency and focus, communicating with internal and external participants to schedule meetings and manage expectations for the Executive Director’s time

• Coordinate in-person and virtual meeting logistics for the Executive Director and Board of Managers

• Attend meetings to record minutes or notes when needed

• Provide filing support for the Executive Director and, when needed, the Board of Managers

• Speak knowledgably and articulately on behalf of the Executive Director in delegated communications

• Draft correspondence and assist with creating supporting materials for presentations as needed

• Conduct institutional and/or historical research to support initiatives of the Executive Director, often in collaboration with development and curatorial staff

• Synthesize operational data into succinct and accurate reports

II. General Support to the WDS Museum

• Perform general clerical duties including copying, mailing, filing, and scanning

• Monitor general email and voicemail inboxes and respond to routine inquiries

• Maintain internal calendars for rentals, programming, and other uses of campus spaces

• Order office supplies and coordinate with the Director of Buildings & Grounds to maintain inventory of office equipment

• Prepare weekly bank deposits

• Provide budget coding for expenses and income

• Submit weekly invoices and bills for approval and payment

• Collect and submit biweekly employee timesheets for approval and payment

• Process incoming financial gifts and Museum membership dues and prepare donor acknowledgment letters

• Update the WDS donor and member database, including with information about relationships and deaths

• Manage registration for public programming

• Assist the Director of Advancement & Communications in preparing monthly WDS membership communications such as newsletters and events calendars

III. General Support to the NSCDA-CT

• Process incoming payments for NSCDA-CT dues and event registration

• Format and distribute (in print and by email) the tri-annual NSCDA-CT Newsletter

• Facilitate registration (by mail and electronically), check-in, distribution of handouts, and other administrative tasks supporting the NSCDA-CT Annual and Semi-Annual Meetings, consulting closely with the President, Social Activities Chair, and relevant WDS staff

• Manage electronic invitations and registration for other NSCDA-CT programming, coordinating with the relevant committee chairs and event hostesses

• Maintain and distribute the annual NSCDA-CT Directory, working closely with the Corresponding Secretary and the Registrar

• Provide administrative support for the biennial Webb Barn Sale

• Send notices (usually three per year) to the NSCDA-CT membership soliciting annual dues payments

• Relay changes in NSCDA-CT members’ contact information to the Registrar and update the WDS donor and member database accordingly

IV. Other duties as assigned

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POSITION QUALIFICATIONS

• Bachelor’s degree

• Experience supporting projects or programs by managing logistics and relationships

• Exemplary organizational skills, attentiveness to detail, and sense of self-initiative

• Superior spoken and written communication skills, including editorial skills

• Experience conducting archival research in the humanities or arts

• Ability to maintain a high level of confidentiality

• Experience producing polished and accurate documents

• Excellent technological proficiency, including with relevant Microsoft 365 and Adobe Creative Cloud products, and general literacy for troubleshooting technical problems

• Experience with, or ability to gain quick familiarity with, donor and member database software

Desired Personal Attributes

• Ability to thrive in a collaborative work environment, as well as to work efficiently and prioritize projects and tasks in a fast-paced environment

• Positive outlook and calm demeanor, as manifested in constructive relationships with colleagues and a donor-first approach

• Sensitivity to cultural and generational difference and ability to navigate through it

• High degree of personal drive to succeed in this role and to improve the position of the organization

Workplace Requirements

• Ability to navigate stairs in historic structures without elevators

• Ability to lift objects up to 30 lbs.

• Ability to stand for extended periods and move frequently between spaces

• Ability to work occasionally during evenings, weekends, and holidays where required for programmatic support

• The standard WDS work week is 40 hours

Job Type: Full-time

Pay: $48,000.00 - $56,000.00 per year

Benefits:

• 401(k) matching
• Employee discount
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan

Schedule:

• Monday to Friday

People with a criminal record are encouraged to apply

Work Location: In person

Salary : $48,000 - $56,000