Overview

Administrative Assistant Jobs in Wethersfield, CT at Webb Deane Stevens Museum

The Administrative Assistant brings excellent organizational and interpersonal skills to the essential day-to-day operations of the Webb Deane Stevens Museum (WDS) and its parent organization, the National Society of The Colonial Dames of America in The State of Connecticut (NSCDA-CT). Established as a museum in 1919, our eight-acre campus of Revolutionary-era houses and grounds in the heart of Old Wethersfield is tied to key events in the history of Connecticut and the founding of the American nation.

This role offers a unique and exciting opportunity to work with a cohesive, mission-driven team and nationally recognized director during a period of organizational renewal and growth. As a leader in Connecticut’s America 250 celebrations, WDS is undertaking extensive capital improvements and a robust calendar of programming and exhibitions throughout 2026.

The Administrative Assistant reports to the Chief of Staff & Director of Events but will interact with a wide range of colleagues, providing various administrative support to the Executive Director, campus rentals program, museum programming and development staff, and general operations of the NSCDA-CT.

This position is part-time at 30-35 hours/week with possibility of expanding to full-time.

Key Responsibilities

Support for general Museum operations:

· Make weekly bank deposits.

· Facilitate approval and weekly submission of invoices.

· Collect and submit bi-weekly employee timesheets for approval and payment.

· Facilitate end-of-month credit card expense reporting.

· Monitor general email and voicemail inboxes and respond to routine inquiries.

· Maintain internal calendars for programming and meeting spaces.

· Maintain organization-wide digital subscriptions (e.g., Microsoft 365, Zoom, Adobe Creative Cloud) and coordinate IT support through an external contractor.

· Update the member and donor database and facilitate preparation and mailing of gift acknowledgment letters.

· Provide other administrative support as needed, including copying, mailing, filing, and scanning.

Support for the Executive Director (ED):

· Provide scheduling support for the Executive Director, including communicating with internal and external participants to schedule meetings.

· Coordinate meeting logistics (in-person and virtual) for the ED and Board of Managers.

· Attend meetings to record minutes or notes when needed.

· Provide filing support for the ED and Board of Managers.

Support for NSCDA-CT Operations:

· Make weekly bank deposits.

· Record incoming payments for membership dues and event registration.

· Manage invitations, registration, and event logistics for Spring and Fall meetings of the NSCDA-CT membership, in coordination with the Social Committee chair and President.

· Facilitate postal and electronic mailings, including announcements, invitations, and distribution of the member directory and newsletter.

· Assist the President, Chief of Staff, and ED in preparing and distributing monthly board meeting materials.

· Format and distribute the tri-annual NSCDA-CT newsletter in cooperation with the Newsletter Editor.

· Process incoming payments for NSCDA-CT dues and event registration and make weekly bank deposits.

Support for venue rentals and Museum programming:

· Support contract preparation, invoicing, and payment processing for rental clients.

· Collect client documentation and assisting the Chief of Staff & Director of Events with associated task tracking.

· Liaise with vendors to coordinate deliveries, cleaning services, etc.

· Prepare and track presenter contracts, tax documentation, and reimbursements for museum programming.

· Facilitate receptions and other hospitality needs related to museum programming and donor events.

Key Position Requirements

· Ability to integrate quickly and flexibly into a fast-paced environment where team members maintain extensive and wide-ranging workloads.

· Ability to exercise independent judgment, initiative, and full confidentiality.

· Excellent organizational skills, attentiveness to detail, and self-initiative.

· Strong spoken and written communication skills.

· Experience supporting projects or programs by managing logistics and relationships.

· Excellent technological proficiency, preferably with relevant Microsoft 365 and Adobe Creative Cloud products, Canva, Constant Contact, and general literacy for troubleshooting technical problems.

· Experience with, or ability to gain quick familiarity with, donor and member database software is preferred.

· Bachelor’s degree or equivalent work experience.

Workplace Requirements

· Ability to navigate stairs in historic structures without elevators.

· Ability to lift objects up to 30 lbs.

· Ability to stand for extended periods and move frequently between spaces.

· Ability to provide occasional evening and weekend support for museum programs (varies by season with greatest need in Fall and Spring).

Compensation and benefits

$21–24/hour; generous holiday, sick, and vacation pay; and a retirement savings plan with employer match.

Pay: $21.00 – $24.00 per hour

Benefits:

  • 401(k)
  • 401(k) matching
  • Employee discount
  • Flexible schedule
  • Paid time off
  • Parental leave
  • Retirement plan

People with a criminal record are encouraged to apply

Application Question(s):

  • Are you interested in full-time employment? (Your response, whether yes or no, is informational will not be considered a qualifying factor in hiring.)

Ability to Commute:

  • Wethersfield, CT 06109 (Required)

Work Location: In person

Title: Administrative Assistant

Company: Webb Deane Stevens Museum

Location: Wethersfield, CT

 

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