Part-Time Administrative Assistant

Position Title: Part-Time Administrative Assistant

Reports To: Managing Director

Location: Lost in New Haven

Schedule: Part-Time, Monday through Friday, 10:00 AM–3:00 PM (25 hours per week)

Hourly Rate: $22.00–$26.00 depending on experience

Position Summary

The Part-Time Administrative Assistant is the operational backbone of the Lost in New

Haven administrative office. This position provides essential day-to-day support across

all museum departments with primary responsibility for office administration,

communications, recordkeeping, and board support. The role also carries ownership of

the museum gift shop, including inventory management and point-of-sale operations.

The ideal candidate is highly organized, proactive, and comfortable shifting between

detailed administrative tasks and warm, public-facing interactions. This position plays a

meaningful role in the smooth functioning of a small nonprofit museum and offers the

opportunity to contribute across development, operations, programming, and visitor

experience.

Essential Responsibilities

General Office Administration

• Manage the day-to-day operations of the administrative office, ensuring a well-

organized and professional environment.

• Monitor and respond to the museum's general inquiries email inbox, routing

inquiries appropriately.

• Answer and direct incoming phone calls with professionalism and warmth.

• Maintain and order office supplies, monitoring inventory levels and submitting

purchase requests as needed.

• Support scheduling, calendaring, and meeting coordination.

• Prepare correspondence, documents, reports, and other materials as requested.

• Assist with filing, recordkeeping, and general organizational tasks across

departments.

Staff Administrative Support

• Provide administrative assistance to all staff.

• Assist with calendaring, scheduling, and meeting preparation across

departments.

• Draft, proofread, and format communications and documents.

• Help coordinate logistics for internal meetings, staff events, and special projects.

• Handle confidential information with discretion and professionalism.

Board of Directors Support

• Serve as the primary administrative liaison for the Board of Directors.

• Compile, assemble, and distribute board meeting packets to all directors in

advance of monthly meetings.

• Send meeting reminders and manage scheduling for full board meetings and

committee meetings via Zoom and other platforms.

• Maintain organized and up-to-date board records, including minutes, rosters,

bylaws, and committee charters.

Development Support

• Assist the Director of Development with donor acknowledgment letters, thank-

you correspondence, and stewardship mailings.

• Help prepare materials for fundraising campaigns, donor events, and board

meetings.

• Maintain donor records and files in coordination with the Director of

Development.

• Assist with special development projects as assigned.

Front Desk Coverage

• Cover the museum front desk as needed, greeting visitors and providing a

welcoming first impression.

• Process admissions and answer visitor questions when front desk staff are

unavailable.

• Support a positive and inclusive visitor experience in alignment with museum

values.

Gift Shop Operations

• Serve as the primary point of contact of gift shop operations during public hours.

• Operate the point-of-sale system and process gift shop transactions accurately.

• Maintain gift shop inventory, conduct regular counts, and identify reorder needs.

• Coordinate purchasing of gift shop merchandise in collaboration with museum

leadership.

• Keep the gift shop space organized, clean, and visually appealing.

Qualifications

Required

• 2 or more years of administrative, office, or operations experience.

• Strong organizational skills with exceptional attention to detail.

• Proficiency with Microsoft Office or Google Workspace (Docs, Sheets, Calendar,

Gmail).

• Excellent written and verbal communication skills.

• Ability to manage multiple priorities and deadlines with minimal supervision.

• Professional, warm, and welcoming demeanor with the public.

Preferred

• Experience in a nonprofit, museum, arts, or cultural organization.

• Familiarity with donor management software, database systems, or CRM tools.

• Experience with retail, gift shop, or point-of-sale operations.

Physical Requirements

• Ability to sit and work at a desk for extended periods.

• Ability to lift up to 25 pounds (office supplies, merchandise, etc.).

• Ability to bend, stoop, reach, and climb stairs.

• Willingness to perform occasional local errands for the museum.

To Apply

• Send cover letter and resume to cynthia@lostinnewhaven.org.