Wednesday, August 13, 2008

Administrative Assistant, The Mattress Factory - Pittsburgh, PA

Posted: 8/13/08

Department: Administrative
Supervisor: Assistant Director
Status: NON-EXEMPT

Administrative Assistant: Full Time
Hours – Monday through Friday 8:30 to 5:00

The successful candidate will possess exceptional multi-tasking, organizational communication and follow-through skills in the context of supporting the museum staff.

Essential responsibilities include:

General office management

Answer and field incoming calls in a professional manner and relay urgent messages promptly
Open, organize, answer, sort and route all mail and faxes
Calendar management
Maintain copiers & office supplies
Schedule and support internal and external meetings (coordinate calendars, organize logistics, take minutes when required, coordinate follow-up when needed)
Update database as well as aid in the transition from a server-based database to a web-based database
Update internal documents
Filing
Calculate timecards
Prepare weekly sales deposits

Coordinate scheduling and rentals of artist residency
Responsible for updating the membership database, as well as aid in processing new and renewal membership mailings.

Updates FileMaker Pro “Donor History” database as well as hard copies
Membership mailings
Help prepare membership literature, letters, bulk-emails, and materials for distribution and or representation to appropriate audiences.
Updates FileMaker Pro database with all memberships to be processed (amount received, level signed up at, thank you letter date, updating contact info, etc)
Processes comp memberships for employees, volunteers, museum partners, etc.
Donated memberships: Process and mail out membership donations to local fundraisers when requested.

Candidate Attributes:

Strong work ethic and willingness to take ownership for wide-ranging responsibilities
Superior organization and prioritization skills to effectively balance multiple priorities
Persistence, resourcefulness, drive to work proactively
Strong communication skills, both verbal and written
Desire to contribute meaningfully to the museum
Excellent interpersonal skills and the ability and desire to work in a diverse atmosphere.
Exhibit initiative in problem solving and trouble shooting with administrative responsibilities

Must have a minimum of three years experience in an administrative assistant role in a professional environment. Bachelor’s degree preferred or commensurate with experience. Must have strong written, oral, and interpersonal skills and able to work flexibly and collaboratively, with a high degree of discretion. A quick learner with the ability to maintain a high level of confidentiality and a professional demeanor. Familiarity with basic Microsoft Office software and Mac applications, plus general office equipment required. Salary to commensurate with experience.

TO APPLY: Please submit Resume and Cover Letter to: Jenna Zeh, 500 Sampsonia Way, Pittsburgh PA 15212 or email: jenna@mattress.org

Please mention that you heard about this opportunity from Dewey & Kaye Jobs Watch in your cover letter when applying for this position.

The Dewey & Kaye division of McCrory & McDowell LLC provides strategy development, planning, financial sustainability, facilitation, training and executive search services to help nonprofits, foundations, community collaboratives and government agencies address strategic, operational and administrative issues.

Founded in 1951, McCrory & McDowell LLC today ranks as one of the largest accounting and consulting firms in the region, offering a wide range of services through distinct, but integrated groups that include Dewey & Kaye, Diversified Medical Management, Three Rivers Institute, and McCrory & McDowell's accounting, tax, and business consulting practices.