Executive Assistant and Office Coordinator

Job Title:

Executive Assistant and Office Coordinator

Organization:
Ramsey County Historical Society (RCHS)

Location:

Landmark Center, St Paul MN

Position type:
Part-Time, In-Person Position

Hourly Rate Range: $21.00 - $23.00

About Ramsey County Historical Society:

Ramsey County Historical Society (RCHS) preserves, shares, and interprets the complex, multifaceted histories of Ramsey County through education, collections, research, exhibitions, publishing, and public programs. Guided by our mission, preserving our past, informing our present, and inspiring our future, RCHS connects people of all ages and backgrounds to local history in ways that are accurate, relevant, and inclusive. RCHS operates Gibbs Farm Historic Site, maintains a major research center and archive, publishes the award-winning Ramsey County History magazine, and delivers tours and programs that strengthen civic understanding and community connection.

The Executive Assistant and Office Coordinator (Coordinator) provides essential administrative and operational support to ensure the smooth day-to-day functioning of the Ramsey County Historical Society. This role serves as a key point of contact for the Ramsey County courthouse tour scheduling and the historical society visitors, members, and external partners, while also providing direct support to the Executive Director. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities with discretion and professionalism, while supporting the organization’s mission to steward, preserve, and share local history.

The Coordinator works collaboratively across departments and locations (Landmark Center and Gibbs Farm Historic Site) to ensure consistent messaging, strong community relationships, and smooth organizational operations.

This position reports directly to the Executive Director and works in partnership with the Ramsey County Historical Society committees, Director of Collections and Exhibits, Director of Gibbs Farm, Gibbs Farm Office Coordinator, and collaborates with the broader team located at both the Land… and Gibbs Farm Historic Site and external contractors.

• Manage the Executive Director’s calendar, including scheduling meetings, prioritizing commitments, and communication with various stakeholders

• Prepare materials for meetings, including agendas, briefing documents, and committee packets

• Coordinate scheduling staff and committee meetings

• Take meeting notes and track follow‑up actions

• Assist with board‑related coordination, including scheduling, materials distribution, and communication

• Draft and coordinate correspondence on behalf of the Executive Director as needed

• Handle confidential information with discretion

• Coordinates courthouse tour schedule with local government, volunteer tour guides, and various visitor group requests, and additional external partners.

• Serve as the first point of contact for visitors, phone inquiries, publication sales, and general correspondence at the Landmark Center office.

• Manage office operations, which includes ordering office supplies and operations records management.

• Maintain and update databases, mailing lists, and filing systems for the Landmark Center office.

• Collaborate with RCHS team to support communications efforts, including newsletters, donor mailings, courthouse tour volunteers, and RCHS committee members.

• Coordinate with staff across departments and locations to ensure efficient operations.

• Assist the Executive Director with member/ donor acknowledgment

• Support basic financial tracking (invoicing, expense logs, or deposits as needed)

• Assist with event coordination, including logistics, registration, and communication

• Associate's degree in administration, business, communications, history, or related field (or equivalent experience).

• Demonstrated experience in administrative, volunteer coordination, executive assistant, and/or office management.

• Demonstrated experience managing calendars, scheduling meetings and groups.

• Demonstrated…