Administrative Assistant

Administrative Assistant Webb Deane Stevens Museum Wethersfield, CT Job Details Part-time | Full-time $21 - $24 an hour 13 hours ago Benefits 401(k) Paid time off Parental leave 401(k) matching Employee discount Flexible schedule Retirement plan Qualifications Meeting minutes Vendor management Expense management Zoom Filing Executive administrative support Event vendor coordination Databases Invoice payment processing Canva Bachelor's degree Vendor relationship management Organizational skills Contracts Newsletters (communication methods) Constant Contact Deposits Technical troubleshooting support Managing executive calendars Communication skills Technical Proficiency Donor and alumni database management Entry level Full Job Description The Administrative Assistant brings excellent organizational and interpersonal skills to the essential day-to-day operations of the Webb Deane Stevens Museum (WDS) and its parent organization, the National Society of The Colonial Dames of America in The State of Connecticut (NSCDA-CT). Established as a museum in 1919, our eight-acre campus of Revolutionary-era houses and grounds in the heart of Old Wethersfield is tied to key events in the history of Connecticut and the founding of the American nation. This role offers a unique and exciting opportunity to work with a cohesive, mission-driven team and nationally recognized director during a period of organizational renewal and growth. As a leader in Connecticut's America 250 celebrations, WDS is undertaking extensive capital improvements and a robust calendar of programming and exhibitions throughout 2026. The Administrative Assistant reports to the Chief of Staff & Director of Events but will interact with a wide range of colleagues, providing various administrative support to the Executive Director, campus rentals program, museum programming and development staff, and general operations of the

NSCDA-CT.

This position is part-time at 30-35 hours/week with possibility of expanding to full-time. Key Responsibilities Support for general Museum operations:

• Make weekly bank deposits.
• Facilitate approval and weekly submission of invoices.
• Collect and submit bi-weekly employee timesheets for approval and payment.
• Facilitate end-of-month credit card expense reporting.
• Monitor general email and voicemail inboxes and respond to routine inquiries.
• Maintain internal calendars for programming and meeting spaces.
• Maintain organization-wide digital subscriptions (e.g., Microsoft 365, Zoom, Adobe Creative Cloud) and coordinate IT support through an external contractor.
• Update the member and donor database and facilitate preparation and mailing of gift acknowledgment letters.
• Provide other administrative support as needed, including copying, mailing, filing, and scanning. Support for the Executive Director (ED):
• Provide scheduling support for the Executive Director, including communicating with internal and external participants to schedule meetings.
• Coordinate meeting logistics (in-person and virtual) for the ED and Board of Managers.
• Attend meetings to record minutes or notes when needed.
• Provide filing support for the ED and Board of Managers.

Support for

NSCDA-CT

Operations:

• Make weekly bank deposits.
• Record incoming payments for membership dues and event registration.
• Manage invitations, registration, and event logistics for Spring and Fall meetings of the

NSCDA-CT

membership, in coordination with the Social Committee chair and President.

• Facilitate postal and electronic mailings, including announcements, invitations, and distribution of the member directory and newsletter.
• Assist the President, Chief of Staff, and ED in preparing and distributing monthly board meeting materials.
• Format and distribute the tri-annual

NSCDA-CT

newsletter in cooperation with the Newsletter Editor.

• Process incoming payments for

NSCDA-CT

dues and event registration and make weekly bank deposits. Support for venue rentals and Museum programming:

• Support contract preparation, invoicing, and payment processing for rental clients.
• Collect client documentation and assisting the Chief of Staff & Director of Events with associated task tracking.
• Liaise with vendors to coordinate deliveries, cleaning services, etc.
• Prepare and track presenter contracts, tax documentation, and reimbursements for museum programming.
• Facilitate receptions and other hospitality needs related to museum programming and donor events. Key Position Requirements
• Ability to integrate quickly and flexibly into a fast-paced environment where team members maintain extensive and wide-ranging workloads.
• Ability to exercise independent judgment, initiative, and full confidentiality.
• Excellent organizational skills, attentiveness to detail, and self-initiative.
• Strong spoken and written communication skills.
• Experience supporting projects or programs by managing logistics and relationships.
• Excellent technological proficiency, preferably with relevant Microsoft 365 and Adobe Creative Cloud products, Canva, Constant Contact, and general literacy for troubleshooting technical problems.
• Experience with, or ability to gain quick familiarity with, donor and member database software is preferred.
• Bachelor's degree or equivalent work experience. 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 provide occasional evening and weekend support for museum programs (varies by season with greatest need in Fall and Spring).

Compensation and benefits $21-24/hour; generous holiday, sick, and vacation pay; and a retirement savings plan with employer match.

Pay:

$21.00 - $24.00 per hour

Benefits:

401(k) 401(k) matching Employee discount Flexible schedule Paid time off Parental leave Retirement plan People with a criminal record are encouraged to apply Application Question(s): Are you interested in full-time employment? (Your response, whether yes or no, is informational will not be considered a qualifying factor in hiring.) Ability to

Commute:

Wethersfield, CT 06109 (Required)

Work Location:

In person