Administrative Assistant - Finance and Administrative Services

Job Description

Job Description

Position: Administrative AssistantStatus: Full time, permanentLocation: Ohio History Center, Columbus, OHCompensation: $23-27 per hourBenefits: Medical, dental, vision, Life/Disability, retirement savings options and state pension, paid vacation and sick time, paid holidays, free museum membership and discounts Position Summary:The Administrative Assistant provides comprehensive administrative and operational support to the Chief Financial Officer (CFO) and the Finance & Administrative Services team. This role directly supports financial operations, property, utility and contract record management.Reporting to the CFO, this position plays a critical role in maintaining financial accuracy, supporting organizational infrastructure, and ensuring the efficient coordination of administrative and financial activities across the organization.The Administrative Assistant interacts seamlessly and professionally with executive leadership, internal teams, and external partners. Success in this role requires the ability to handle sensitive and confidential information with discretion, sound judgment, and a high level of professionalism. Essential Functions:Executive & Finance Team SupportProvide direct administrative support to the CFO and Finance & Administrative Services team, including calendar management, meeting coordination, and office logisticsPrepare meeting materials, reports, and presentations for CFO-led meetingsCoordinate and schedule meetings; distribute agendas, materials, and follow-up documentationTake, prepare, and distribute meeting minutes and action itemsFinancial Administration & Accounting SupportMaintain and track utility accounts across the statewide system; ensure timely submission and payment of utility invoicesMonitor and reconcile recurring expenses such as utilities, property taxes, and related costsProperty, Contract & Compliance ManagementMaintain complete and accurate records of all organizational property, including real estate and related documentationEnsure all real estate files (e.g., transactions, easements, property tax documentation) are properly executed, organized, and retainedFile and organize all organizational contracts in accordance with records retention policiesMaintain centralized records for all insurance policies, ensuring documentation is current and accessibleDevelop and oversee filing systems and retention processes to support compliance and audit readinessRecords & Documentation ManagementEstablish, maintain, and continuously improve filing and records management systems for finance, contracts, utilities and property recordsEnsure documentation is organized, accessible, and compliant with applicable retention standards Required Education & Experience:Associate 's Degree5 years of relevant administrative experience - or - equivalent combination of relevant training and experience is required Desired Skills & Experience:Experience supporting executive-level leadership, preferably a CFO or finance team Knowledge of records management, retention policies, and compliance practices Strong organizational and project coordination skills Ability to manage sensitive and confidential financial and organizational information Proficiency in Microsoft 365 and virtual collaboration platforms Experience with property records, contracts, insurance documentation, or real estate transactions preferred Strong written and verbal communication skills; ability to interact effectively with internal and external stakeholders Required Competencies:Resourcefulness: Effectively locates and utilizes resources; organizes information in a clear and useful mannerAccountability: Takes ownership of responsibilities; anticipates needs and follows through on commitmentsAdaptability: Processes information consistently while adjusting to changing priorities and demandsCollaboration: Works effectively across teams and with external partners; takes initiative when appropriateJudgment: Exercises sound decision-making, including in situations with limited directionConfidentiality: Demonstrates discretion and professionalism when handling sensitive information To apply: Please submit application materials through the Ohio History Connection application portal Resume, cover letter, and other supporting documents can be attached in the "Resume" section. Please direct inquiries and accommodation requests to Human Resources, View email address on us.fitly.work or by calling View phone number on us.fitly.work. EOE Statement:Ohio History Connection will recruit, hire and maintain a diverse workforce allowing for the inclusion of every employee's unique value, contribution and potential. OHC is committed not only to the principle of equal employment opportunity but also to the letter and spirit of the law. OHC, as an equal opportunity employer, does not discriminate in its employment on the basis of race, color, religion, sex, gender, sexual orientation, gender identity or expression, pregnancy and/or related conditions, national origin, ethnicity, age, veteran status, genetic information, medical condition, physical or mental disability, or on any other basis protected by federal, state or local law. OHC ensures that equal employment opportunity applies to all areas of employment including hiring, promotion, demotion, transfer, recruitment, selection, discipline, termination, compensation, benefits and training. ADA Compliance:Ohio History Connection is committed to the full inclusion of all qualified individuals. As part of this commitment, OHC will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the Human Resources Department at View phone number on us.fitly.work or by email at View email address on us.fitly.work.

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