1732 Administrative Secretary


Website Minnesota Historical Society

#administrative Secretary #marketing #support

JOB TITLE: #1732 Administrative Secretary

OPEN TO: This job is open to all applicants.

LOCATION: History Center – 345 W Kellogg Blvd., St. Paul, MN 55102

SALARY: $19.42 hourly minimum

STATUS & HOURS: Full-time, regular (approximately 2,088 annual hours) position.

BENEFITS: Eligible to participate in the State Employee Group Insurance Program and a retirement program with employer contribution. Generous vacation and sick time accruals with additional paid holidays.

DEPARTMENT: Integrated Marketing Communications / Public Policy & Government Relations CLASSIFICATION: 65L Clerical

SUPERVISORY: No

HIRING MANAGER: Chief Communications & Marketing Officer

POSTING DATE: January 11, 2023

DEADLINE DATE: Open until filled

TO APPLY: Interested applicants must apply online at the Minnesota Historical Society’s career center at www.mnhs.org/jobs and include a resume and cover letter by the application deadline date.

DESCRIPTION: This position exists to provide administrative support for the Chief Communications & Marketing Officer and the Integrated Marketing Communications (IMC) department’s leaders and for coordinating and tracking the department’s budget, calendar, team building, and financial activities. This position also provides administrative support to the Director, Public Policy & Government Relations (PPGR).

SUMMARY OF WORK: 1) Provide administrative support for the Chief Communications & Marketing Officer and IMC department leadership; 2) Provide administrative support for the Director, Public Policy & Government Relations; 3) Coordinate and track IMC department and PPGR department budgets, providing support for department procurement and contracting, and serve as liaison to accounts receivable/payable; 4) Support IMC department leadership in planning and coordinating department meetings and events; and 5) Support daily IMC and PPGR department operations.

MINIMUM QUALIFICATIONS:

● Associate’s Degree in business administration or other equivalent experience.

● Three years experience minimum in similar work settings (non-profit, higher education, fundraising, museums, cultural institutions).

● Experience managing a departmental budget, processing requisitions, and coordinating with accounting staff preferred.

● Experience managing projects and working with deadlines.

● Ability to communicate clearly and to handle confidential information discreetly and appropriately.

● Take accurate minutes of meetings.

● Ability to multitask in a deadline driven environment.

● Ability to work independently and in a group setting.

● Exceptional written and oral communication skills a must. Proven grammatical skills, accuracy and excellent proofreading skills to ensure documents are error free.

● Exceptional organizational planning skills are a must.

● Excellent time management skills and ability to multitask and prioritize work.

● Excellent attention to detail and problem solving with a sense of urgency.

● Strong, adaptable technology skills. PC competent with experience in using Google Drive (Docs, Sheets, Slides), Microsoft Office (Word, Excel, & PPT).

DESIRED QUALIFICATIONS:

● Proven executive admin or assistant experience with demonstrated positive customer service skills.

● Savvy gatekeeper and gateway skills.

● Experience in marketing, communications, or project management in an agency (e.g. ad/marketing/PR) or internal marketing department.

● Experience in copywriting and editing.

● Familiar with project management software (Trello, Asana, Teamwork, Smartsheets, Basecamp, etc.).

Should you have questions with the application process, email humanresources@mnhs.org.

At MNHS, we don’t just accept difference — we celebrate it, we support it, and we thrive on diversity for the benefit of our employees, our products and services, and our community. The Minnesota Historical Society believes that an inclusive culture among our team members is critical to our success as a historical society and museum, and we seek to recruit, develop and retain the most talented people from a diverse candidate pool. The Minnesota Historical Society is proud to be an equal opportunity workplace and employer.

To apply for this job please visit www.mnhs.org.