Administrative Assistant (Institutional Advancement)

Reporting to the VP of Advancement and Marketing Communications, the Administrative Assistant is a key member of the Institutional Advancement team and plays a supportive role in the growth and advancement of Bishop Museum. The Administrative Assistant provides administrative support for the VP of Advancement and Marketing Communications and the Institutional Advancement division and is primarily responsible for the handling of all paperwork, deposits, and general office administration. This position also services external inquiries and requests from museum supporters and the general public. This position is pivotal to the smooth functioning and quality of the Museum’s advancement operation and works proactively and collaboratively to ensure that all administrative needs are met and that communication flows smoothly in all directions.

Duties and Responsibilities

• Takes a proactive approach to overseeing operational efficiency, sufficient supplies, needs of the team, accuracy of information, and general efficient daily office operations.
• Prepares and processes all check requests, credit card logs, contract summaries, service agreements, expense reports, cash receipts, merchandise transfers, and related paperwork for the Institutional Advancement Division.
• Receives, addresses, and/or routes all external donor/member inquiries received by visit, phone, mail, or email to appropriate staff and ensures prompt and courteous handling of all donor/member requests.
• Prepares and completes daily deposits for development and membership contributions. Processes credit card transactions, and generates bank deposits and reports in accordance with accounting procedures.
• Supports the Museum’s various Committees including distributing meeting notices, taking RSVP’s, recording meeting minutes, and distributing correspondence as directed.
• Provides administrative support for the Vice President of Advancement and Marketing Communications, including, but not limited to, coordinating/attending meetings, drafting simple correspondence, scheduling, minutes, and project coordination.
• Manages the Museum’s bulk postage accounts with the United States Postal Service.
• Maintains the division’s budget records, and prepares monthly reports on revenues and expenses.
• Provides Altru and prospect research support for Database Manager as necessary
• Performs other duties as needed, including coordinating/staffing select donor events as part of the Institutional Advancement team.

Qualifications

• Associates Degree, professional certification, or equivalent work experience required.
• Highly organized and detail-oriented, excellent time management skills with ability to meet deadlines
• Strong communication skills
• Ability to interact with people of all levels and backgrounds
• Demonstrated ability to manage multiple tasks and maintain composure under time constraints
• Demonstrated ability to prepare and coordinate standard professional correspondence and communications pieces
• Proven ability to work both independently and collaboratively to achieve departmental goals
• Exceptional interpersonal skills; warm and pleasant demeanor

Other Requirements

• Flexibility in working hours, as some evening and weekend work is required.
• Must have own car with proof of insurance and valid Hawai‘i Drivers License
• Professional business-like appearance
• Good Attendance
• Detail oriented
• Experience in a development office a plus
• Familiarity with Hawaiian or Pacific culture and history a plus

Direct Reports

None

Working Conditions

Typical office environment.  Occasional evening events that occur outdoors.

Physical Requirements

Ability to stand and walk for extended periods of time and carry and move heavy file boxes.

Hours

Full-Time, Hourly, Non-Exempt

Deadline to Apply

The application will remain open until the position is filled.

Equal Opportunity Employer

We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship or immigration status, color, disability, ethnicity, familial status, gender identity and/or expression, genetic information, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other protected status.