President's Office Coordinator

Position Summary:

The Missouri Historical Society seeks a Coordinator to assist with administrative support tasks in the President's Office.  This position will require a high standard of communication to assist with the visitors who e-mail and call the Museum and the Boards that serve the Missouri Historical Society.  This position will also require effective communication and responsiveness that will contribute to an environment of teamwork in the President's Office.

Essential Functions:

Support to the President's Office:

• Receptionist for the President's Office and front desk person for Board and public phone calls
• Assist Executive Assistant to the President as requested with daily activities, scheduling, Board and Board Committee meetings
• Prepare President's quarterly mileage log for reimbursement
• Schedule President's Office meeting rooms
• Make lunch/dinner reservations
• Check and distribute incoming and outgoing mail
• Maintain and recycle daily/weekly newspapers
• Order flowers as requested
• Prepare Check Requests for membership dues, subscriptions and any other invoices as needed
• Prepare monthly greetings to Board and Subdistrict
• Assist with support and set-up at all President's Office events

Support to the Board:

• Provide administrative support for the Missouri History Museum Subdistrict-prepare meeting packets, schedule and attend meetings
• Prepare folders and assist with packets for all Executive Committee, Board of Trustees meetings
• Set-up all President's Office meetings, including ordering food, tablecloths, beverages

Support to Other Departments:

• Provide assistance and support for other Managing Directors as needed, including managing calendars, assisting with projects

General Duties:

• Provide support to Managing Director of Administration and Operations (Check Requests, document signing, monthly Visa statements, filing, meeting set-up as necessary
• Monitor general information emails; office copiers
• Monitor office copiers for toner and paper
• Maintain and order office supplies
• Assist with kitchen duties
• Serve on Wellness, Green Committees, or other staff initiatives

Qualifications:

• Bachelors or Associates degree or equivalent of three (3) years experience
• Experience working with Board of Trustees and high-level donors
• Understanding and ability to maintain confidentiality

Skills:

• Strong organization skills and attention to detail
• Flexibility in handling priorities
• Ability to coordinate meeting planning and set-up as necessary
• Strong written, verbal and interpersonal communication skills; writing skills a plus
• Intermediate to advanced experience with Microsoft Office (Word, Excel, PowerPoint); Microsoft Outlook

Deadline to Apply: Open until filled.

*Applicants are requested to submit a letter of interest and resume.

An Equal Opportunity Employer

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