North Carolina Aquarium Society
The North Carolina Aquarium Society is seeking applicants for part time position of Administrative Assistant in the Raleigh, NC division office.
The Aquarium Society is a 501c3 nonprofit, based in Raleigh, N.C., that serves as the support organization for North Carolina’s three aquariums on the coast (Fort Fisher, Pine Knoll Shores, and Roanoke Island) as well as Jennette’s Pier in Nags Head, N.C. This is not a position with the State of North Carolina.
The Administrative Assistant reports to the Director of Finance & Operations and works closely with the administrative team to assure day-to-day operations of the Aquarium Society. This position serves as a staff liaison between the Aquarium Society and NC Aquariums, and provides general support as needed, including a full range of administrative, clerical, project, and meeting support duties. The following are essential duties for this position.
Essential Duties and Responsibilities
- Maintain the multi-line phone system, including answering and routing calls, taking, and forwarding messages to appropriate staff, handling public information requests for facility hours, programs, admissions, etc.
- Provide general administrative and clerical support including data entry, mailing, scanning, faxing, and copying.
- Assist in developing and updating administrative systems to make them more efficient for overall office
- Maintain positive and professional dialogue with staff regarding membership and development sales, reports, and related issues.
- Serve as the point of contact for the administrative office, including typing reports, composing memos, correspondence, forms.
- Reconcile accounts, including travel forms and receipts.
- Maintain files, shipping/receiving, sorting, and distributing mail.
- Assist Membership department with answering calls and emails, assembling new membership packets, mailing membership verification letters and packets, validating, and entering data.
- Assist Development department with ‘adopt an animal’ orders, mailing orders, and inventory management.
- Schedule meetings whether in-person, hybrid and/or via zoom. Conference room preparation and clean up for in-person meetings.
- Provide excellent customer service and represent the Aquarium Society and NC Aquariums in a professional manner.
Required Experience/Qualifications
- Associates Degree or equivalent business experience (preferred)
- Ability to prioritize and manage multiple tasks with accuracy, attention to detail and confidentiality
- Excellent communication and interpersonal skills
- Ability to work with minimal supervision
- Team player with the capacity to work independently and collaboratively in a fast-paced environment and across departments
- Experience working closely with interdepartmental staff
- Strong skills with Microsoft Office, Google Suite, SharePoint, excellent database skills and general computer knowledge
- Experience working with DocuSign and Adobe is a plus
Job Type: Part-time
Pay: $15.00 – $16.00 per hour
Benefits:
- 401(k)
- Employee assistance program
- Paid time off
- Retirement plan
Schedule:
- Monday to Friday
COVID-19 considerations:
All employees are welcome to wear masks for an added layer of protection.
Education:
- Associate (Preferred)
Experience:
- Customer service: 1 year (Preferred)
Work Location: One location