Job Description

JOB SUMMARY

The Administrative Specialist is responsible for the administration of calendars, logistics and communications (including meeting minutes) for the President & CEO and the Chief Operating Officer (COO), Naperville Heritage Society Board of Directors, and Naper Settlement Museum Board.

JOB SCOPE

The Administrative Specialist serves as recording secretary to the Naperville Heritage Society Board of Directors and Naper Settlement Museum Board, and includes coordination and logistics required for its meetings and producing the official meeting minutes. The position supports the needs of the CEO and COO will provide fundraising support associated with donor relations, including annual giving and capital campaign needs. Various duties include calendar and meeting coordination, creating and updating written communications and presentations, coordination of special projects and administrative functions, preparation of expense reports, and preparation and distribution of meeting minutes. The Administrative Specialist also manages logistics required in preparation of efficient meetings, events, visits, and travel by leadership team and board members.

PRINCIPAL DUTIES AND RESPONSIBILITIES

1. ORGANIZES and IMPLEMENTS executive office and advancement office operations and procedures such as information management, filing systems, and Raiser’s Edge data input and reporting.

2. FORMULATES procedures for systematic retention, protection, retrieval, transfer and disposal of department files and records both electronically and hard copy. PREPARES written communications such as emails, documents, forms and various reports both electronically and hard copy. COMPOSES routine correspondence and other forms of communication, as needed or directed to support fundraising initiatives, donor relations and executive office operations.

3. RESEARCHES and DEVELOPS resources that create timely and efficient workflow in relation to administrative.

4. ASSISTS the President & CEO and NHS Board Chair with PREPARATION of the Naperville Heritage Society board packet and posts the completed packet, with attachments, on the Naper Settlement website. (or…”and distributes the completed packet with attachments in timely manner preceding board meetings.”

5. COMPILES the Naper Settlement Museum Board packet with final approval by the President & CEO and sends to the City of Naperville in a timely manner for posting.

6. COORDINATES details for and ATTENDS the Naperville Heritage Society Board meetings and Naper Settlement Museum Board meetings, PREPARES minutes and KEEPS records of the proceedings.

7. MAINTAINS the Naperville Heritage Society Board Only portion of the website with pertinent and current data.

8. MANAGES administrative support functions including establishing priorities of current and anticipated workload and organizing and conducting assignments according to deadlines.

9. MAINTAINS strict confidentiality of private and sensitive information and documents, including that pertaining to donors, members, board members and museum business.

10. Works closely and effectively with the CEO and leadership team to keep him/her well informed for upcoming commitments and responsibilities, and follows up appropriately.

11. Performs other duties as necessary to meet organizational objectives and special project assignments.

The above noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the staff member a general sense of the responsibilities and expectations of his/her position. As the nature of business demands change so, too, may the essential functions of this position.

SKILLS, KNOWLEDGE AND RESPONSIBILITIES

Experienced in office practices, processes and Microsoft Office computer software programs and Blackbaud programs. Knowledge of assigned departmental policies and procedures. Ability to deal with a wide variety of people and handle multiple projects independently with defined deadlines. Excellent demonstrated written and verbal communication skills with ability to maintain highly confidential information in a responsible manner. Eagerness to take responsibility for and contribute to advancement fundraising goals. Ability to meet and deal with the public in a pleasant and courteous manner. Collaborative and resourceful, with excellent ability to establish and maintain effective working relationships with coworkers and volunteers in a team environment. Ability to read, understand and apply rules, regulations, ordinances and laws as necessary.

ESSENTIAL FUNCTIONS

1. Ability to operate office equipment in order to send and receive information with necessary optical, auditory, and manual dexterity.

2. Ability to analyze, compute and audit information.

3. Ability to walk, sit, or stand for an hour or more at a time.

4. Ability to operate or observe office equipment for an hour or more at a time.

5. Ability to distinguish colors.

6. Ability to use a keyboard to enter, retrieve or transfer words or data.

7. Ability to closely examine computer screen or written reports.

8. Ability to read, comprehend and speak English and can demonstrate twelfth grade reading skills.

9. Ability to analyze and resolve problems in a logical and effective manner. Ability to conduct research on donors, corporations, foundations and granting agencies.

10. Ability to work independently with minimum supervision and can multi-task while meeting deadlines.

MINIMUM EDUCATION, EXPERIENCE AND CERTIFICATION REQUIREMENTS

College degree required, with supplemental related college coursework preferred. Three to five years of experience in a related field required. Any equivalent combination of training and experience which demonstrates the knowledge, skills and ability to perform the above described duties will be considered.

Company Description

ABOUT NAPER SETTLEMENT Naper Settlement is a nationally accredited museum chronicling the history and heritage of an ever changing people and city. We preserve the identity of a city that is always changing by telling its story. A story that is unique to us and uniquely American. Through these stories we see not only how a small settlement grew to become one of the most acclaimed cities in the country, but also how America grew up. We chronicle many of the defining moments in our country’s history, such as the Westward Expansion, the Urbanization of America, the trials and tribulations of the World Wars, the Civil Rights Movement, Human Rights, the Great Depression, the Technology Revolution, and much more. Why? Because it all happened here. Our mission is to deliver "aha" moments by opening the minds of future generations, feeding their curiosity and nurturing their minds and souls. Naper Settlement provides this learning experience to more than 360,000 yearly visitors and more than 34,000 school children from 90 school districts each year. As Naper Settlement broadens its mission to tell America’s story through the telling of Naperville’s story, it is pursuing three strategic priorities. Scott’s Block will be a replica commercial center that will offer space for both exhibits and community gatherings. A new Heritage Gateway...Stories of Innovation will create a more unified entryway to Naper Settlement, and allow for digital exhibit space. And finally, a new Agricultural Interpretive Center will serve to show the many facets of agriculture as it relates to traditional farming, national and international business and finance. It will also use agricultural history as a learning tool and connect it to emerging STEM initiatives. Because it all happened here. More information about Naper Settlement can be found at www.napersettlement.org. REQUIREMENT PLEASE INCLUDE A COVER LETTER AND SALARY .