Part-Time Administrative Assistant

# Part-Time Administrative AssistantArts Council of Greater New HavenDeadlineThursday, December 31, 2026 at 7:30 AM PSTScopeUnited States, Greater New HavenTypeJob OpportunityDisciplineMusicWritingVisualPerformingFashionMakersCulture BearersAbout this opportunityPart-Time Administrative AssistantPosition Title: Part-Time Administrative AssistantReports To: Managing DirectorLocation: Lost in New HavenSchedule: Part-Time, Monday through Friday, 10:00 AM–3:00 PM (25 hours per week)Hourly Rate: $22.00–$26.00 depending on experiencePosition SummaryThe Part-Time Administrative Assistant is the operational backbone of the Lost in NewHaven administrative office. This position provides essential day-to-day support acrossall museum departments with primary responsibility for office administration,communications, recordkeeping, and board support. The role also carries ownership ofthe museum gift shop, including inventory management and point-of-sale operations.The ideal candidate is highly organized, proactive, and comfortable shifting betweendetailed administrative tasks and warm, public-facing interactions. This position plays ameaningful role in the smooth functioning of a small nonprofit museum and offers theopportunity to contribute across development, operations, programming, and visitorexperience.Essential ResponsibilitiesGeneral Office Administration• Manage the day-to-day operations of the administrative office, ensuring a well-organized and professional environment.• Monitor and respond to the museum's general inquiries email inbox, routinginquiries appropriately.• Answer and direct incoming phone calls with professionalism and warmth.• Maintain and order office supplies, monitoring inventory levels and submittingpurchase requests as needed.• Support scheduling, calendaring, and meeting coordination.• Prepare correspondence, documents, reports, and other materials as requested.• Assist with filing, recordkeeping, and general organizational tasks acrossdepartments.Staff Administrative Support• Provide administrative assistance to all staff.• Assist with calendaring, scheduling, and meeting preparation acrossdepartments.• Draft, proofread, and format communications and documents.• Help coordinate logistics for internal meetings, staff events, and special projects.• Handle confidential information with discretion and professionalism.Board of Directors Support• Serve as the primary administrative liaison for the Board of Directors.• Compile, assemble, and distribute board meeting packets to all directors inadvance of monthly meetings.• Send meeting reminders and manage scheduling for full board meetings andcommittee meetings via Zoom and other platforms.• Maintain organized and up-to-date board records, including minutes, rosters,bylaws, and committee charters.Development Support• Assist the Director of Development with donor acknowledgment letters, thank-you correspondence, and stewardship mailings.• Help prepare materials for fundraising campaigns, donor events, and boardmeetings.• Maintain donor records and files in coordination with the Director ofDevelopment.• Assist with special development projects as assigned.Front Desk Coverage• Cover the museum front desk as needed, greeting visitors and providing awelcoming first impression.• Process admissions and answer visitor questions when front desk staff areunavailable.• Support a positive and inclusive visitor experience in alignment with museumvalues.Gift Shop Operations• Serve as the primary point of contact of gift shop operations during public hours.• Operate the point-of-sale system and process gift shop transactions accurately.• Maintain gift shop inventory, conduct regular counts, and identify reorder needs.• Coordinate purchasing of gift shop merchandise in collaboration with museumleadership.• Keep the gift shop space organized, clean, and visually appealing.QualificationsRequired• 2 or more years of administrative, office, or operations experience.• Strong organizational skills with exceptional attention to detail.• Proficiency with Microsoft Office or Google Workspace (Docs, Sheets, Calendar,Gmail).• Excellent written and verbal communication skills.• Ability to manage multiple priorities and deadlines with minimal supervision.• Professional, warm, and welcoming demeanor with the public.Preferred• Experience in a nonprofit, museum, arts, or cultural organization.• Familiarity with donor management software, database systems, or CRM tools.• Experience with retail, gift shop, or point-of-sale operations.Physical Requirements• Ability to sit and work at a desk for extended periods.• Ability to lift up to 25 pounds (office supplies, merchandise, etc.).• Ability to bend, stoop, reach, and climb stairs.• Willingness to perform occasional local errands for the museum.To Apply• Send cover letter and resume to View email address on click.appcast.io. #J-18808-Ljbffr