Administrator, Office Administrator​/ Coordinator, Administrative​/Clerical

The Opportunity
The VHEC is actively searching for a skilled and dynamic Administrator to join our dedicated team in January 2026. This pivotal role involves a commitment of approximately 36.5 hours per week.

As the Administrator, you will be instrumental in maintaining the overall efficiency of our organization by overseeing key areas such as office management, reception, school program scheduling and various critical administrative tasks. Your contributions will directly support our mission of Holocaust education and human rights, making you an invaluable part of our team. If you are a motivated and detail-oriented professional with a passion for making a positive impact, we invite you to apply and be a key player in our mission at the VHEC.

Benefits & Perks
- Competitive benefits package
- 10 health days/year
- Early closure on Fridays
- 2 weeks of vacation
- December holiday shutdown (1 week)
- Observation of Jewish holidays in addition to statutory holidays (as many as an additional 10 paid days off a year)

Compensation
The salary will range from $60,000 to $70,000 F/T per annum and will be commensurate with education and experience.

About You
You are an experienced professional with an undergraduate degree, ready to contribute your skills to the impactful work of the VHEC. With 2-3 years of proven expertise in office administration and management, you possess excellent verbal and written English language skills. Proficient in various software, including the Microsoft Office suite, office administration tools, and database systems like Raiser's Edge, you showcase strong computer skills.

Known for meeting deadlines and efficiently managing multiple tasks, you are detail-oriented and tech-proficient.

Your organizational prowess effortlessly coordinates office calendars, supports executive personnel, and ensures smooth day-to-day operations. Committed to providing exceptional client care, you excel in reception duties, greeting visitors with warmth and professionalism. Your interpersonal skills are second to none, enabling positive liaisons with staff, volunteers, vendors, and program partners. Committed to teamwork, active listening, empathetic communication, and conflict resolution, you bring a professional approach to all interactions.

Administrative and clerical tasks are your forte, supporting both daily operations and forward planning. A background or interest in museum education and programming is an asset, as is a commitment to promoting human rights and social justice.

Responsibilities
Reporting to the Associate Managing Director, the Administrator will be responsible for the following duties:

Office Management
- Be the primary staff person responsible for opening and closing the VHEC
- Ensure that public spaces, including exhibition areas, the library, lunchroom and reception, are neat and tidy, implementing proactive measures for effective office management
- Coordinate office calendar, room bookings, and set-up for internal meetings
- Troubleshoot office equipment and liaise with IT consultants for regular maintenance and interim matters
Update manuals (administrative, tech, security) as needed
- Responsible for the storage and scheduled destruction of administrative records (onsite and offsite)
- Record minutes at staff meetings and other meetings when required
- Independently update and maintain the Mail Chimp audience list

Reception
- Serve as the critical initial point of contact between the VHEC and the general public
- Be the primary staff person responsible for answering phones, checking voicemail, and changing outgoing messages as needed
- Ensure all telephone and email interactions are professional and positive, representing the VHEC well to clients and supporters
- Respond to email inquiries on info and forward specialized requests to the appropriate staff
- Manage mail, including sending tribute cards as per donor specifications
- Inform development staff of significant donations and send out corresponding acknowledgement letters

Visitor Services
- Provide client care and visitor services, ensuring a welcoming environment for all visitors
- Open and close the exhibitions and display equipment daily
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