Administrative Assistant

Administrative Assistant Remember Us The Holocaust Inc. Chula Vista, CA Job Details Full-time $45,000 - $50,000 a year 22 hours ago Benefits Health insurance Paid time off Qualifications Correspondence management Confidential information handling Budget control Executive administrative support Collaboration with board members Microsoft Office Donor communication management Data entry Vendor communication Organizational skills Clerical experience Productivity software Managing executive calendars Donor and alumni database management Board relations

Full Job Description Administrative Assistant RUTH:

Remember Us The Holocaust Museum Location:

San Diego, California Position Type:

Full-time, non-exempt

Reports To:

Executive Director.

Compensation:

$45,000-$50,000 annual salary

Position Summary RUTH:

Remember Us The Holocaust Museum seeks an organized and mission-driven Administrative Assistant to provide high-level administrative and operational support to the Executive Director and senior leadership team in ous mission to open the first Holocaust Muserum in San Diego. This role will support day-to-day operations, executive scheduling, board coordination, donor record management, correspondence, office administration, vendor coordination, and event logistics. The Administrative Assistant will help ensure that RUTH's internal systems, communications, and records reflect the professionalism, care, and historical responsibility central to the museum's mission. Key Responsibilities Manage the Executive Director's calendar, scheduling, meeting preparation, and follow-up. Coordinate Board of Directors meetings, including scheduling, agenda preparation, materials distribution, minutes, records, and follow-up items. Maintain donor, partner, and contact records in the CRM or donor database with accuracy and confidentiality. Draft, edit, and format correspondence, memos, meeting materials, donor acknowledgments, and internal communications. Support event logistics for donor briefings, board meetings, community programs, fundraising events, and museum-related gatherings. Manage office supplies, administrative systems, vendor coordination, and general office organization. Track invoices, reimbursements, receipts, and basic administrative finance documentation. Maintain confidential files, organizational records, board documents, and donor information. Coordinate travel arrangements, meeting logistics, and visitor scheduling as needed. Support communications with visitors, partners, donors, vendors, volunteers, and community stakeholders. Assist with document preparation, filing systems, data entry, and operational checklists. Provide administrative support for special projects connected to the museum's launch, fundraising, public programs, and institutional development. Required Qualifications At least 3 years of administrative, executive support, office coordination, or related professional experience. Strong organizational skills and ability to manage multiple priorities with accuracy and follow-through. Experience using CRM systems, databases, donor management systems, or comparable recordkeeping platforms. Proficiency with Microsoft Office and/or Google Workspace. Strong written and verbal communication skills. Professional discretion and sound judgment when handling confidential information. Ability to work respectfully with executive leadership, board members, donors, volunteers, vendors, and community partners. Attention to detail in scheduling, records, correspondence, and administrative processes. Commitment to RUTH's mission of Holocaust remembrance, education, truth, and moral responsibility. Preferred Qualifications Nonprofit, museum, education, cultural institution, or mission-driven administrative experience. Experience supporting a board of directors, executive leadership, or senior staff. Familiarity with donor records, fundraising support, event administration, or grant-related documentation. Working proficiency in Spanish and/or Hebrew is a plus, particularly for community communications, donor support, visitor coordination, and engagement with diverse audiences connected to RUTH's mission. Experience supporting start-up, launch-phase, or growing nonprofit organizations. Spanish and/or Hebrew language skills preferred Work Environment and Physical Requirements This position is expected to involve regular computer use, email and phone communication, document preparation, meeting coordination, and in-person administrative support. The role may include occasional event support, set-up assistance, local errands, or lifting of light office or event materials. RUTH will provide reasonable accommodation as required by applicable law. Application Instructions To apply, please submit a CV or résumé and a brief statement of interest to: Please include "Administrative Assistant Application" in the subject line. Your statement of interest should briefly describe your administrative experience, relevant nonprofit or mission-driven experience, and your interest in supporting RUTH's mission of Holocaust remembrance, education, truth, and moral responsibility. Applications will be reviewed on a rolling basis until the position is filled.

Pay:

$45,000.00 - $50,000.00 per year

Benefits:

Health insurance Paid time off People with a criminal record are encouraged to apply

Work Location:

In person