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Office Assistant

Description

The Office Assistant provides administrative support to the Executive Director, including administrative support in calendar management and other administrative tasks as needed. The Office Assistant is also responsible for archival work in support of Hidden Villa’s historical archive. This is a part-time, hourly position, scheduled to work approximately 20 hours per week. This position is budgeted for approximately 6 months as the role is currently funded through private philanthropy.

Key Responsibilities

Primary Administrative Duties:

  • Support the Executive Director by providing management of calendar and other administrative tasks;
  • Respond to main phone line and greet visitors in the front office, providing gracious and effective communication;
  • Serve as support to Board of Directors in preparing packets for board meetings and committees, and providing scheduling and logistical support for meetings, including space reservation and any necessary catering.

Primary Archive Duties:

  • Responsible for processing, storing, and documenting items in Hidden Villa’s collection of documents, books, blueprints and documents, according to archival processing standards;
  • Support work related to Centennial Celebration, including publication of a book related to Hidden Villa’s history;
  • Draft regular newsletter submissions regarding archive work as needed for communications and development efforts;
  • Create and maintain procedures and policies for archive work;
  • Provide reports for use in presentations to board, donors and grantors;
  • Coordinate work of any archive volunteers.

Candidate Qualifications

Qualifications:

  • Minimum two years administrative support experience;
  • Experience with Google suite (docs, calendar, sheets) preferred;
  • Experience or knowledge of archival processing standards and best practices;
  • Excellent communication and organizational skills;
  • Excellent judgment and discretion regarding sensitive information required.

Physical Requirements:

  • Physical ability to stand, reach, bend, and lift items weighing up to 30 pounds.
  • Able to communicate clearly, effectively and promptly to colleagues, visitors and volunteers.

How to Apply

Please email cover letter, resume and references to [email protected].

Encouraging Applications from All Backgrounds

Hidden Villa is committed to creating a more diverse, equitable and inclusive organization at all levels. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

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