Administrative Assistant:
Liberty Hall Historic Site (LHHS), a National Historic Landmark on the Kentucky River in historic downtown Frankfort, seeks a
qualified and dynamic candidate for the part time Administrative Assistant position.
Location: Frankfort, KY
Begins: October 1st, 2024
Compensation: $17 per hour, 15-20 hours per week. (Part-time, no more than 99 hrs./month)
Qualifications: 3-5 years’ experience in an administrative role working directly with leadership or upper management. Associate degree in administration, business or office management, communications, marketing, public relations or other related field is preferred.
Applicants should be technically adept and socially competent. It is critical the applicant respects and maintains confidentiality.
Technical capabilities should include:
- Proficiency in computer and telephone systems
- Office administration
- Report, memo, invoice, and correspondence creation
- Inventory management
- Scheduling and calendar management
- Booking travel and itinerary generation
- Research capabilities
- Filing system creation and maintenance (electronic and physical)
- Call screening and routing
Social Competencies should include:
- Excellent communication (written and verbal) skills
- Collaboration
- Organization
- Decision-making
- Time management
- Emotional intelligence and interpersonal skills
- Ability to multitask
- Attention-to-detail
- Good judgment
The Administrative Assistant helps LHHS achieve its mission to serve the public by preserving collections and sharing stories that illustrate urban life in early Kentucky, examining the contributions of Senator John Brown and his family, and demonstrating the ways in which the people and customs of the past relate to the world today.
Position Description
The Administrative Assistant serves as support to the Executive Director, NSCDA-KY, and other staff members in the operational capacity of Liberty Hall Historic Site. This position coordinates internal and external resources for efficient workflow, helping achieve organizational goals while adhering to best practices. The position assists LHHS & NSCDA-KY leadership and staff by performing a range of clerical and administrative tasks to support daily operations. As a staff member of LHHS, the Administrative Assistant represents the organization within the public sphere through community events, programs, or other activities. Additionally, the Administrative Assistant will assist the LHHS Bookkeeper to ensure the accuracy and consistency of LHHS and NSCDA-KY financial records.
The Administrative Assistant reports to the Executive Director.
Specifically, the Administrative Assistant will:
- Collect, analyze, and draft documents/information to conserve time
- Schedule and plan meetings to manage appointment calendar and schedule
- Attend meetings on behalf of Liberty Hall Historic Site or NSCDA-KY
- Interact with visitors and guests to identify and process inquiries or requisitions
- Prepare presentations by formatting, inputting, editing, and transmitting text and image
- Collect and analyze data to prepare reports useful in taking key business decisions
- Utilize electronic and paper filing systems to maintain proper records of important information and documents
- Format, edit, and distribute minutes of meetings
- Screen, monitor, and distribute incoming calls to appropriate personnel, including taking and delivering detailed messages
- Manage incoming and outgoing mail, including store shipments, bulk mailings, and more
- Ensure work area is neatly arranged in a manner that supports smooth office operations
- Prepare and deliver presentations required for staff induction and orientation
- Organize and schedule departmental project activities
- Notify staff of deadlines to ensure timely completion of set objectives
- Provide support for on and off-site events
- Assist Bookkeeper with financial records and reports, accounts receivable & payable, reconciliations, documenting financial transactions, and/or preparing bank deposits.
Requirements
Applicants must:
- Be committed to fostering an environment of diversity, equity, and inclusion while upholding the values, goals, and strategic initiatives of Liberty Hall Historic Site. Applicants are expected to be a positive addition to our internal culture of transparency, accountability, support, and innovation
- Have an inquisitive mind and a passion for history. Creativity, collaboration, and experimentation are crucial to this position.
- Be well organized and detail-oriented
- Be well suited to working with the public, both in groups and one-on-one
- Be able to juggle projects with different timelines & deadlines with consistent communication throughout. Project Management experience extremely helpful
- Have excellent research skills, both in person and online
- Communicate in a timely manner and with complete transparency. We believe change is inevitable, roadblocks can stump progress, and people will make mistakes, but communication and accountability are required to reassess and redirect.
- Be willing to embrace and drive change with an open mind, a positive outlook, and the desire to learn
To Apply, please email resume to director@libertyhall.org with subject line: Admin Assistant Job Interest.
Volunteers:
Liberty Hall Historic Site relies on the support of volunteers who assist with many aspects of museum operations and garden maintenance. Volunteers who enjoy working with the public can assist with children’s and adult programs and special events. Those who prefer to help behind the scenes can lend a hand in the office and assist with occasional collections projects. Garden volunteers are needed for clean-up days and the annual planting of the annuals in May.
Volunteers receive:
- Free admission during regular tour hours
- Invitations to LHHS programs and the annual volunteer recognition event
For details or questions, please contact our Education Specialist, Elizabeth Bowling at: educator@libertyhall.org.