Employment Opportunities

Executive Assistant and Office Manager

Part-time; Hourly

Approximately 24 hours per week, some evening and special events as necessary

Salary commensurate with experience


SUMMARY

The Executive Assistant and Office Manager is responsible for the day-to-day operations of the museum offices, including general correspondence, gift reporting, financial reporting, human resource filing, payroll distribution, insurance coverage, purchasing, and other aspects of museum administration. Working closely with the Executive Director, he/she provides strong organizational grounding and accurate reporting for the organization.


DUTIES

  1. Administration

    1. Correspondence

      1. General correspondence and administrative assistance for the Executive Director

      2. Correspondence and reporting to donors and sponsors

    2. Human Resources

      1. Bi-weekly payroll and taxes

      2. Benefit coordination and tracking (PTO, holidays)

      3. Maintain confidential personnel files for all employees

      4. Serves as a central point of HR contact for museum staff

    3. Vendors

      1. Works with the Manager of Facilities to schedule/coordinate service calls for maintenance and repairs, including building systems

      2. With the Executive Director, manages contracts, vendor payments, and scheduling of contractors

      3. Purchasing for the museum and track all expenditures

      4. Assist in other museum operations as needed

  2. Record Keeping

    1. Review and maintain records of all business transactions and contracts including insurance, venue rentals, computer/web hardware and software, education center classes, camps, facilities and independent contractors

    2. Maintain EAM’s relationships with financial institutions including banks and investment managers

    3. Receive and process all accounts receivables and payables including invoices and direct disbursements, museum shop receipts, member and donor payments, class registrations and facility rental payments.

    4. Reconcile monthly bank and investment statements and maintain associated account ledgers

    5. Complete W-9s and 990s for contractors working at the museum

    6. Collect, process, and reconcile receipts and credit card statements for the museum office

    7. Assure compliance with all non-profit state and federal regulatory requirements


PROFESSIONAL REQUIREMENTS

  1. Three to five years minimum experience in business and/or financial management. Preference within the nonprofit sector.

  2. Must be an experienced user of Microsoft Office and Quickbooks

  3. Excellent planning, budgeting, and administrative management skills

  4. Interpersonal skills necessary for working in a supportive, mission-driven organization focused on improving quality and productivity, reducing costs and developing people and systems to enhance the organization

  5. BA/BS in Business Administration or Finance. Master’s degree, CPA, or equivalent optional.

  6. Interest in visual art/museums helpful in understanding EAM’s culture and vision


ABOUT EAM

 

The Elmhurst Art Museum is an equal opportunity employer. Located 25 minutes from downtown Chicago by car or train, the Elmhurst Art Museum features rotating contemporary art exhibitions, a rare single-family home designed by Mies van der Rohe, and frequent educational programs. It is a destination for school groups, families, and others interested in enriching their lives through art and design.