Administrative Assistant

Administrative Assistant to the Executive Director

Location: Kidzeum of Health and Science – Springfield, IL

Employment Type: Part-Time

Reports To: Executive Director

About Kidzeum

Kidzeum of Health and Science is a dynamic, interactive children's museum committed to providing playful learning experiences that inspire children to become curious, healthy, and engaged citizens.

We're seeking an organized, proactive, and detail-oriented Administrative Assistant to support our Executive Director and help ensure the smooth operation of our administrative functions.

Position Summary

The Administrative Assistant to the Executive Director plays a key role in supporting the Executive Director and leadership team by performing a variety of administrative, project management, and cross-departmental tasks. This position requires strong organizational skills, discretion, and the ability to manage multiple priorities with accuracy and professionalism.

Key Responsibilities

Scheduling & Calendar Management

• Coordinate and maintain the Executive Director's calendar, including meetings, appointments, and events.
• Anticipate scheduling needs and ensure adequate preparation time between commitments.

Administrative Support

• Assist with correspondence, document preparation, and filing.
• Draft and format letters, reports, and presentation materials as needed.
• Support special projects and initiatives assigned by the Executive Director.
• Provide occasional administrative assistance to other department directors as needed.

Meeting Preparation & Follow-Up

• Prepare agendas and meeting materials, take minutes, and track follow-up items.
• Provide administrative support for board and committee meetings, including scheduling and documentation.

Data Entry & Record Keeping

• Maintain and update databases, contact lists, and donor information.
• Ensure data accuracy and timely entry, including CRM (Blackbaud Altru or similar).
• Assist with invoice tracking, expense reports, and basic bookkeeping tasks.

Office & Supply Organization

• Keep administrative spaces tidy and functional.
• Monitor museum supplies and place orders as needed.

Project & Event Coordination

• Assist with tracking deadlines and deliverables for organizational projects, grants, or strategic initiatives.
• Support museum events through administrative preparation, setup, and coordination with staff and vendors.
• Provide logistical support for internal and external meetings, trainings, and special events.

Marketing & Communications Support

• Assist with basic marketing and communications tasks, such as updating contact lists, preparing mailings, or scheduling posts.
• Help coordinate distribution of flyers and promotional materials.

Front-of-House Support

• Provide occasional coverage at the front desk, greeting visitors and assisting with admissions during busy periods or staff absences.
• Support a welcoming and professional atmosphere for guests, donors, and partners.

Liaison Duties

• Serve as a point of contact between the Executive Director and internal/external stakeholders.
• Communicate professionally with staff, partners, and donors.

Qualifications

• Proven experience in an administrative or executive assistant role.
• Excellent organizational and time-management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and/or Google Workspace.
• Experience with donor databases or CRM systems (e.g., Blackbaud Altru) preferred.
• Comfort with cloud-based file organization systems (e.g., OneDrive, SharePoint, Google Drive).
• Comfortable learning and applying emerging technologies, including AI tools, to improve workflows and support innovation.
• Familiarity with tools such as Constant Contact, Canva, or Slack is a plus.
• Ability to handle sensitive information with confidentiality.
• Detail-oriented with the ability to manage multiple tasks efficiently.
• Positive, professional demeanor and collaborative spirit.
• Self-motivated and able to work independently with minimal supervision.
• Experience in a nonprofit or museum setting is a plus, but not required.

Schedule & Work Environment

• Approximately 20–25 hours per week.
• Some flexibility in scheduling; occasional evening or weekend hours may be required for special events.
• On-site position at Kidzeum's downtown Springfield location.

Working at Kidzeum

At Kidzeum, we are committed to sparking a lifelong love of learning. You'll be part of a small but passionate team working to create meaningful experiences for children and families. This position offers a unique opportunity to support the mission of an educational nonprofit while growing your administrative, marketing, and leadership skills.

To Apply

Please submit a cover letter and resume to Applications will be reviewed on a rolling basis until the position is filled. Early applications are encouraged.

Job Type: Part-time

Pay: $ $23.00 per hour

Expected hours: 20 – 25 per week

Benefits:

• Employee discount
• Flexible schedule

Work Location: In person