Job Title: Executive Assistant | Docent
Organization: Beaumont Heritage Society
Location: Beaumont, Texas | The Chambers House Museum
Status: Full-Time| Hourly | Non-Exempt
Pay Scale: $16 – 19 an hour; DOE
Position Overview
The Executive Assistant supports the mission of the Beaumont Heritage Society by ensuring the smooth operation of administrative, financial, and membership functions. This position plays a vital role in maintaining accurate records, engaging with members and the public, and upholding the daily operations of our historic properties. The ideal candidate is organized, personable, and passionate about local history and preservation.
Beaumont Heritage Society is a nonprofit, organized to educate and engage the community through preservation of Beaumont’s history and heritage for a better future together.
Key Responsibilities
Administrative & Financial Management
- Manage accounts payable and receivable, including invoice processing, deposit processing, and filing with the Executive Director.
- Maintain accurate and up-to-date financial records in coordination with the organization’s policies and procedures.
- Assist with the preparation of financial reports, budgets, and other internal and external documents.
- Attends the board meetings and records Minutes in the absence of the Secretary.
- Act as a Special Projects Coordinator for the Executive Director, helping to organize and plan events and programming.
Membership & Communications
- Track and maintain membership records, ensuring timely renewals and acknowledgments.
- Prepare and distribute member communications, including but not limited to email blasts, event announcements, and renewal reminders.
- Respond to members and public inquiries via phone, email, and in person.
Historic Site Operations
- Open and close the historic house museum according to schedule, ensuring security and visitor readiness.
- Provide guided tours of the historic property, interpreting its history and significance in an engaging and accurate manner.
- Assist in event setup and support for programs, fundraisers, and rentals hosted both onsite and offsite.
General Office Support
- Maintain organized files, supplies, and office systems.
- Support the Executive Director and board with administrative tasks as needed.
- Coordinate with volunteers and contractors as appropriate.
- Acts as support staff for education and collections departments as needed.
Qualifications
- High School Diploma required.
- Experience in office administration, bookkeeping, or nonprofit operations.
- Strong communication and interpersonal skills, with an ability to engage the public effectively.
- Proficiency in Microsoft Office, QuickBooks (or similar accounting software), and database management systems.
- Ability to work independently and manage multiple priorities.
- Interest in historic preservation and local heritage is strongly preferred.
Work Environment
- The regular schedule is Monday – Friday, 9 – 4 p.m., with weekend and evening hours for events as needed. Full-time schedule is 35 hours per week.
- Work is performed both in an office environment and at historic sites.
- Must be able to lift up to 25 lbs. and navigate stairs within the historic property.
Compensation
- Salary commensurate with experience.
- Benefits include paid time off, holidays, and health insurance.
To Apply
- Send a cover letter and resume with three references to Shelby Brannan at director@beaumontheritage.org.