Administrative Assistant - Part-Time

The Coral Gables Museum seeks a highly organized and detail-oriented Part-Time Administrative Assistant to provide essential support to the museum’s daily operations. The ideal candidate will possess strong administrative skills, excellent communication abilities, proficiency in QuickBooks, and experience with scheduling staff. This role requires a proactive individual who can manage multiple tasks efficiently and contribute to a positive and professional museum environment. Responsibilities: General Administrative Support: Provide general administrative support, including answering phones, managing correspondence, and greeting visitors. Maintain and organize office files and records, both physical and electronic. Schedule appointments and manage calendars. Assist with the preparation of reports, presentations, and other documents. Order and maintain office supplies. Handle incoming and outgoing mail and deliveries. Financial Administration: Utilize QuickBooks to manage accounts payable and receivable. Process invoices and payments. Reconcile bank statements. Generate financial reports as needed. Assist with budget tracking and expense management. Maintain accurate financial records. Staff Scheduling: Create and manage schedules for part-time, hourly staff, ensuring adequate coverage for museum operations. Track staff availability and time-off requests. Communicate schedule changes to staff in a timely manner. Maintain accurate records of staff hours worked. Coordinate with department managers to ensure proper staffing levels. Museum Support: Assist with event coordination and preparation. Provide support for museum programs and activities. Assist with data entry and database management. Assist with membership data entry and maintenance. Other Duties: Perform other duties as assigned by the Museum Executive Director. Qualifications: High school diploma or equivalent required; associate’s or bachelor’s degree preferred. Minimum of 2 years1 of administrative experience.2 Proficiency in QuickBooks is mandatory. Experience scheduling part-time hourly staff. Strong knowledge of Microsoft Office Suite (Word, Excel, Outlook). Excellent organizational and time-management skills. Strong written and verbal communication skills.3 Ability to work independently and as part of a team. Attention to detail and accuracy. Ability to maintain confidentiality. An interest in history and the arts is a plus. Bilingual English/Spanish is a plus. Working Conditions: This is a part-time position with flexible hours. Work is performed in a museum office environment.