Assistant to the Executive Director – Tyrconnell Heritage Society

Reporting to the Executive Director, the candidate will assist with all aspects of the museum and society’s daily operations and complete tasks to meet deadlines for both the new Accessibility Plan and Risk Assessment mitigation.

Provide visitor services in person, online and on the phon. Conduct event prep and implementation, manage mail and correspondence, and general museum marketing. Maintain paperwork and filing, design and printing. Facilitate Member/Donor database upkeep, and Membership Sales using monthly goals. Manage facility rentals, and Visitor and Volunteer statistics. Serve as Secretary for committees as needed. Manage Gift shop pricing and inventory using Square e-commerce. Manage environmental data logging, and record keeping. Updating the on site kiosk and volunteer hub. General cleaning and museum maintenance.

Daily Responsibilities

– Keep Asana task management system and email up to date
– Answer phones to assist caller, direct caller to the correct person or take a detailed message
– Visitor Services at front desk – greeting visitors, tour admission with cash or Square terminal, visitor cards, explaining tablet use for tour audio, answering tourism questions, membership sales, event ticket sales, gift shop sales

– Pick up mail if requested
– Write and send any correspondence necessary
– Distribute meeting agendas, minutes, documents
– Keep filing up to date and in good order. Recommend improvements or reduce redundancies.
– Scanning and printing as required
– Maintain a clean work space
– Meeting or event setup
– Online advertising, social media, graphic design as required

Weekly Responsibilities
– Update memberships, add to MailChimp and Send Out Cards
– Donor data entry
– Museum collection records and Elgin County database
– Balance tour admission, write receipt and put with cash into Finance folder
– Balance gift shop, write receipt and put with cash into Finance folder
– File financial documents received from Finance personnel
– Resource library inventory and labels in good order

Monthly Responsibilities
– Charitable Tax Receipts mailed to donors
– Visitor statistics
– Volunteer Hours recorded
– Gift Shop Inventory and replenishment
– Office supply and printer ink inventory and replenishment
– Kitchen and Bathroom supply inventory and replenishment
– Office equipment maintenance

Annual Responsibilities
– Provide Finance with all required documents as requested by the Auditor
– Assist the Cultural Manager, Finance and Board of Directors with developing the annual budget

Administration
– Review all procedures, filing systems, online systems and make recommendations for efficiencies and best practices to the Executive Director

Ongoing Projects
– Create a master contact list for events, programs, and projects
– Create templates in Asana for repetitive tasks, events, programs and projects
– Settler Sheets date entry project
– Always look for ways to make all systems and procedures more efficient and utilize best practices