Job Title: Administrative Assistant - Full Time - Medical Benefit pkg

Employee: Job Description - Maxville Heritage Interpretive Center

Maxville Heritage Interpretive Center seeks an experienced, high-energy administrative assistant. The role is focused on supporting day-to-day program functions in the areas of administration, executive support, and facilities coordination.

Maxville Heritage Interpretive Center (MHIC) is dedicated to gathering, preserving, and sharing the rich history of African American, Indigenous, and immigrant loggers in the Pacific Northwest. We utilize inclusive stories of multicultural logging communities to better connect the experiences of immigrants and migrants to a larger American narrative. Our goal is to share Oregon’s multiethnic logging history and to provide access to educational materials of these important histories to the public. We direct educational programs for learners of all ages, host events celebrating logging history, staff a visitor center, collaborate on artistic projects, and present a traveling exhibit.

Responsibilities

Scheduling and calendar management
Manage the schedule for the traveling exhibit
Schedule volunteers
Schedule organizational visits by request
Executive Director calendar management, including scheduling Executive Director’s outreach visits
Office assistance
Answer and direct phone calls
Send out invoices for expenses
Maintain office supplies inventory by monitoring and reordering stock
Carry out administrative responsibilities, such as filing, organizing, and scanning documents
Receive, sort, and distribute the mail
Facilities support
Move museum site displays
Manage access and inventory to the off-site storage container
Maintain and clean museum spaces
Ensuring safety and accessibility of museum space
Coordinate vendors
Open and close the museum as needed
Communications and fundraising coordination
Create content for the e-newsletter and social media
Draft correspondence on behalf of the Executive Director
Provide fundraising data entry support and event assistance as needed
Museum store management
Inventory and consignment
Order and update stock in digital system to maintain inventory
Stock shelves
Track sales and receipts
Provide customer service at the shop location

Who you are

You are self-motivated, focused, and highly organized
You bring systems and processes to the next level everywhere you go
You are reliable, trustworthy, and positive
You are adept at writing and can draft correspondence on behalf of leaders
You know what will be supportive or helpful for your colleagues before they even ask
You can respond to and solve problem as they arise
You are adept at data entry and experienced at tracking tasks
You provide skilled and thoughtful support for colleagues
You have great systems for managing schedules
You interact kindly with the general public

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