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Rockwell Museum of Western Art
Position Summary |
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Title: Administrative Assistant
Status: A&T, Full-Time
Reports To: Marketing and Communications Specialist
Provides administrative, clerical and general office support to the Education; Public Programs and Visitor Services; and Marketing and Communications departments. Assists other departments as needed.
Processes school, youth, adult group (including CMoG group combination ticket) tour information; enters all tour reservations in ACT Database, prepares all internal and external documentation for tours
Maintains and mails pre-and-post visit materials
Schedules docents to conduct tours
Prepares handouts for education programs
Maintains Education Department general files
Coordinates production and maintenance of ArtPacks
Orders supplies and services for education programs
Coordinates mailings as required
Assists in coordination and preparation of student exhibits
Public Programs and Visitor Services
Assists in securing and scheduling dates for programs and events
Prepares and secures vendor contracts
Arranges and assists with logistics for programs and events; assists with program and event preparations; attends programs and events
Assists with logistics of annual fundraising event
Coordinates attendee data gathering at events
Marketing and Communications
Maintains inventory and distribution of brochures
Fulfills product donation requests
Coordinates Voucher program with regional accommodations
Coordinates photography for events
Schedules and coordinates familiarization tours; enters all reservations in ACT Database; prepares documentation for tour and communicates with Visitor Services Team
Maintains group tour contacts and assists in follow-up
Supply event listings to online calendars with current Museum activities
Operate public relations database for targeted communications
Use content management system to update website and e-communications
Updates press kits
Coordinates data entry for visitor surveys
Performs general clerical and administrative functions such as answering and/or directing telephone inquiries, operating the fax, postage and photocopy machines, filing, etc.
Keeps current on events, special exhibitions, gallery information, etc. in order to meet customer and visitor requirements
Prepares purchase orders, receiving reports, expense reports and check requests
Associates degree or equivalent preferred
Excellent organizational, administrative, and writing and communication skills (with the ability to work well with others in a fast-paced environment)
Excellent knowledge of Microsoft Word, Access, Excel and other software programs; knowledge of Microsoft Publisher or other graphic software a plus
Minimum three years’ experience in an administrative or secretarial position
Excellent interpersonal and customer-service skills
Ability to communicate effectively with all people in person and on the phone, including people of different nationalities and cultures
Ability to work within deadlines and manage multiple priorities
Ability to work weekends and evenings as needed
Ability to work as a member of a team
Ability to maintain confidentiality
Ability to represent the Museum professionally
Must have a valid drivers license and an available vehicle
Ability to climb stairs
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