Shaker Historical Society

  •  

    JOB OPENING - Seeking Executive Administrator

    Shaker Historical Society Executive Assistant/Office Manager Vacancy

    The person who assumes this full-time, 40 hrs per week position will be the main contact for the museum, library and art gallery. He or she will be on site M-F, 9-5pm unless previously arranged with the Executive Director (with 30 minute lunch breaks).  Some evening and weekend activities will also occupy this person’s time.

     

    He or she will support the work of the director and board and will be exposed to all areas of the museum’s business. This person will have excellent customer service, organizational, administrative and computer skills and be a vital part of our 70 year old organization.  As communication with the public and our members is such an important part of this role, the successful candidate will be an effective communicator, in writing and speaking, with superb grammar. After 70 years the Shaker Historical Society is on an exciting path, and we look forward to receiving your application.

     

    Additional responsibilities, which might for example include greater responsibilities in the art gallery, Spirit Tree gift shop, educational activities, fund-raising, and press/PR areas, will be determined based on the successful applicant's experience and interests.

     

    The vacancy will remain open until filled. No calls please. Please email your application or send questions to Dr. Ware Petznick, Executive Director, wpetznick@shakerhistory.org

     

    Daily

    Process mail & newspapers

    Check voicemail (ensure outgoing announcement is up to date)

    Answer phones

    Greet visitors

    Process Emails

    Update your time sheet*

    Update contacts for everyone as new contacts come in

    Add reservations to ED’s calendar as they come in (add the event form to the Outlook calendar)

    Help open and close (lights, cash boxes, coffee maker)

     

    Weekly

    Remind Sunday docent to collect/return key

    Process memberships with letter, card and upcoming events

    Facebook posts / social media calendars

    Update calendars on website, banners for important things on home page

    Deposit checks (US BANK on Lee -right side of road almost to Cedar)

    Update eTapestry database with financial, visitor, membership and programming information (from guest book and from Spirit Tree binder)

    Prepare posters for upcoming events, print and distribute per calendar (update posters in Lobby)

     

    Monthly

    Process newspaper clippings (log, scan, print and discard original)

    Report volunteer hours, visitation numbers to OHS/ED

    Send membership reminders for that month

    Print an alpha by last name list of current members and put in the Spirit Tree binder

    Maintain daily sheets in the binder

    Schedule volunteers (Board members at board meetings bi-monthly)

    Check if Board contact sheet is up-to-date

    Order office supplies (perhaps bi-weekly) check white board for things needed

    Prepare list of new members, donations for newsletter

    Send upcoming events notice to OHS for ECHOES newsletter

     

    Monthly – Executive Committee and Board Meetings

    Prepare a report of your accomplishments since the last ExCom meeting & send to ED

    Include financial information of memberships/volunteers

    Print upcoming calendar for board members to sign up for docent duty

     

    Every Six Months

    Prepare for a review

     

    Yearly

    Total visitation, volunteer and membership figures

    Print mailing lists to distribute to ED and Board to review BEFORE mass mailings (suggest Aug/Sep)

    Prepare CAC application and annual review information

    Shaker Historical Society Executive Assistant/Office Manager

    The person who assumes this full-time, 40 hrs per week position will be the main contact for the museum, library and art gallery. He or she will be on site M-F, 9-5pm unless previously arranged with the Executive Director (with 30 minute lunch breaks).  Some evening and weekend activities will also occupy this person’s time.

     

    He or she will support the work of the director and board and will be exposed to all areas of the museum’s business. This person will have excellent customer service, organizational, administrative and computer skills and be a vital part of our 70 year old organization.  As communication with the public and our members is such an important part of this role, the successful candidate will be an effective communicator, in writing and speaking, with superb grammar. After 70 years the Shaker Historical Society is on an exciting path and we look forward to receiving your application.

     

    Additional responsibilities, which might for example include greater responsibilities in the art gallery, Spirit Tree gift shop, educational activities, fund-raising, and press/PR areas, will be determined based on the successful applicant's experience and interests.

     

    The vacancy will remain open until filled. No calls please. Please email your application or send questions to Dr. Ware Petznick, Executive Director, wpetznick@shakerhistory.org

     

    Daily

    Process mail & newspapers

    Check voicemail (ensure outgoing announcement is up to date)

    Answer phones

    Greet visitors

    Process Emails

    Update your time sheet*

    Update contacts for everyone as new contacts come in

    Add reservations to ED’s calendar as they come in (add the event form to the Outlook calendar)

    Help open and close (lights, cash boxes, coffee maker)

     

    Weekly

    Remind Sunday docent to collect/return key

    Process memberships with letter, card and upcoming events

    Facebook posts / social media calendars

    Update calendars on website, banners for important things on home page

    Deposit checks (US BANK on Lee -right side of road almost to Cedar)

    Update eTapestry database with financial, visitor, membership and programming information (from guest book and from Spirit Tree binder)

    Prepare posters for upcoming events, print and distribute per calendar (update posters in Lobby)

     

    Monthly

    Process newspaper clippings (log, scan, print and discard original)

    Report volunteer hours, visitation numbers to OHS/ED

    Send membership reminders for that month

    Print an alpha by last name list of current members and put in the Spirit Tree binder

    Maintain daily sheets in the binder

    Schedule volunteers (Board members at board meetings bi-monthly)

    Check if Board contact sheet is up-to-date

    Order office supplies (perhaps bi-weekly) check white board for things needed

    Prepare list of new members, donations for newsletter

    Send upcoming events notice to OHS for ECHOES newsletter

     

    Monthly – Executive Committee and Board Meetings

    Prepare a report of your accomplishments since the last ExCom meeting & send to ED

    Include financial information of memberships/volunteers

    Print upcoming calendar for board members to sign up for docent duty

     

    Every Six Months

    Prepare for a review

     

    Yearly

    Total visitation, volunteer and membership figures

    Print mailing lists to distribute to ED and Board to review BEFORE mass mailings (suggest Aug/Sep)

    Prepare CAC application and annual review information

Comments

  • (no comment)