Part-Time Administrative Assistant

# Part-Time Administrative Assistant Arts Council of Greater New Haven at 7:30 AM PSTScope

United States, Greater New Haven Type Job  Opportunity Discipline Music Writing Visual Performing Fashion Makers Culture  Bearers About this opportunity

Part-Time Administrative Assistant

Position Title:

Part-Time Administrative Assistant

Reports To:

Managing Director

Location:

Lost in New Haven

Schedule:

Part-Time, Monday through Friday, 10:00 AM–3:00 PM (25 hours per week)
Hourly Rate: $22.00–$26.00 depending on experience

Position Summary The Part-Time Administrative Assistant is the operational backbone of the Lost in New Haven 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 the opportunity to contribute across development, operations, programming, and visitorexperience.

Essential Responsibilities General 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 across departments.

Staff Administrative Support
• Provide administrative assistance to all staff.
• Assist with calendaring, scheduling, and meeting preparation across departments.
• 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 board meetings.
• Maintain donor records and files in coordination with the Director of Development.
• 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 are unavailable.
• 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.

Qualifications Required
• 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 cynthia.
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