Under the direction of the Executive Director, the Executive Assistant & Human Resources Coordinator performs a wide range of administrative duties that affect the daily operations at the Museum and that support the work of the Executive Director. Work includes quarterly Board meeting reporting and support; calendar coordination and scheduling meetings; taking meeting notes and drafting minutes; drafting and sending memos, letters, and other written correspondence. Act as Human Resources representative responsible for onboarding, record-keeping, and assuring adherence to the OHTM Employee Handbook.
Essential Duties and Responsibilities:
1. Assists and supports the Executive Director in a wide variety of administrative duties.
2. Schedules and prepares materials for Board of Trustees quarterly meetings. Takes and distributes meeting minutes. Provides administrative support as needed.
3. Assists with the Executive Director’s correspondence and maintains the Executive Files.
4. Assists with Human Resources matters, including posting employment ads and scheduling selected applicants for interviews, completing new employee paperwork, scheduling staff, maintaining attendance records, tracking performance evaluations and other documentation, as well as managing personnel files in compliance with federal and state labor laws.
5. Submits bi-weekly employee timesheets to payroll provider and facilitates the resolution of any issues.
6. Assists the Executive Director in the preparation, implementation, and monitoring of the annual budget.
7. With the Aircraft Conservator, Chief Pilot, and Executive Director, manages documentation on pilots that give rides and facilitates the drug testing program.
8. Assists with aircraft insurance policy, Workers Compensation claims, employee health benefits, and the Museum’s 403(b) Retirement Plan.
9. Collects information for and submits First Injury Reports forms.
10. Keeps track of all critical insurance and licensing renewal dates for the Museum.
11. Processes requests for donations from the Museum.
12. During the Director’s absence, acts as liaison between the Executive Director and OHTM staff and volunteers.
13. With the Executive Director, updates and administers policies contained in the Employee Handbook.
14. Participates in set-up, facilitation, and tear down of events throughout summer event season and for special events throughout the year.
15. Performs other duties as assigned.
Experience and Skill Requirements:
· At least two years of progressively responsible experience as an Executive Assistant or Administrative Assistant, required.
· Experience in Human Resources required.
· Excellent communication and interpersonal relationship skills; good writing skills.
· Good time management and organizational/prioritization skills in order to maximize productivity and meet deadlines.
· Attention to detail.
· Eager to collaborate with others both inside and outside the organization.
· Ability to use Microsoft Office, Google applications, run a Zoom meeting, and use other software as appropriate to the position.
Education Requirements:
- Associate's Degree in Business or a related field, or the equivalent in education and related work experience are required.
- Human Resources Certification preferred.
- Possession of a valid Driver's license.
Job Type: Full-time
Pay: $22.00 - $25.00 per hour
Expected hours: 40 per week
Benefits:
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
- Overtime
- Weekends as needed
Work Location: In person