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Administrative Assistant

• 3.1 801 South 10th Street, Omaha, NE 68108 $50,000 a year - Full-time Apply with Indeed

NATURE AND SCOPE

The Durham Museum is seeking an experienced and highly organized Executive Assistant to provide comprehensive support to the Executive Director and manage the daily functions of the museum's administrative office. This role is a vital point of contact and liaison for museum stakeholders, including the Board of Directors, staff, volunteers, donors, and the public. This position requires a proactive, reliable professional who can manage a wide range of responsibilities with discretion, sound judgment, and efficiency. You will be instrumental in ensuring the smooth operation of the administrative office, from managing communications and scheduling to coordinating Board and staff activities and maintaining office resources. The position requires the ability to anticipate needs, independently assess situations, exercise sound decision-making, and proactively identify and resolve issues. The Executive Assistant serves as a trusted partner to the Executive Director, helping manage priorities, coordinate leadership activities, facilitate communication across departments, and ensure important matters receive appropriate attention and follow-through. The ideal candidate is a positive, detail-oriented problem-solver who demonstrates initiative, professionalism, and the ability to work independently while effectively navigating competing priorities in a dynamic, fast-paced environment.

RESPONSIBILITES

Provide direct administrative support to the Executive Director, including calendar management, travel arrangements, meeting preparation, and confidential correspondence. Coordinate logistics for quarterly Board of Directors meetings, the annual Board Dinner and Annual Meeting, and assigned Board committee meetings. Work with the Executive Director, staff leads, committee chairs, and Board members to schedule meetings, track RSVPs, prepare and distribute meeting materials, and arrange room setup and technology. Maintain Board contact information and assist with new Board member onboarding. Serve as a primary point of contact for the museum. This includes answering and directing all incoming calls, greeting visitors to the administrative office, and managing the main info@durhammuseum.org email account. Support weekly senior staff meetings, monthly all-staff gatherings, and other staff events. Coordinate with vendors and internal departments, prepare agendas, event sheets and materials as needed, and arrange room setup and refreshments. Coordinate Safety Committee meetings and track follow-up items, assist with emergency procedure reviews, schedule safety drills and staff CPR/AED/First Aid training, monitor AED and first aid supplies, and maintain incident documentation. Manage the museums Safety Officer schedule. Ensure the administrative office and staff kitchen are well-maintained and stocked. This includes ordering and organizing office supplies and kitchen essentials (snacks, beverages), as well as facilitating mail distribution and donation requests, and overseeing general administrative office equipment. The role is also responsible for managing the staff kitchen's tidiness and organization, which includes starting and emptying the dishwasher and notifying facilities when a cleaning is required. Assist with data entry and management, including updating information in the museum's Altru database, entering reservations Serve as a guide and train staff on the proper use of administrative office equipment. All other duties as assigned.

QUALIFICATIONS

An associate's degree in related field (i.e., public relations, communications, business) or equivalent work experience. 2-4 years of experience in an administrative assistant, customer service, or a related role. Proven ability to manage multiple projects, prioritize tasks, and maintain strong attention to detail in a busy environment. Excellent written and verbal communication skills, with a welcoming and professional demeanor. Self-directed and capable of working independently with minimal supervision. Ability to handle confidential information with discretion. Competence in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is required. Experience with Blackbaud Altru or other database management systems is a plus.

WORKING CONDITIONS

Full-time, position working Monday through Friday with occasional evenings and weekends required for museum events and activities. Physical requirements include routine periods of sitting, standing, and walking, as well as the ability to lift up to 40 pounds on occasion.

Job Type:

Full-time Pay:

$50,000.00 per year

Benefits:

Dental insurance Health insurance Retirement plan Vision insurance

Work Location:

In person