The Administrative Assistant serves as the first point of contact for the Administrative Office and should be friendly, welcoming, engaging, and pleasant. This individual will provide support to the President & CEO and the Communications Manager by maintaining calendars, providing administrative support to the Board of Directors, managing and preparing files, managing donor and member records and correspondence, and coordinating meetings and appointments with both internal and external parties.
Essential Job Functions
- Contributes to a positive and professional work environment. Presents a positive and professional image and acts as an excellent goodwill ambassador for the Museum.
- Coordinates and maintains the President’s schedule; coordinating meetings, appointments, arranging working meals, etc. and ensures the President & CEO is prepared for upcoming meetings and events.
- Supports the Communications Manager by coordinating and preparing for meetings, preparing documents, and maintaining records.
- Greets visitors and communicates with the public, staff, Board, patrons, and community leaders through e-mail, mail, and phone. This individual will be responsible for answering questions about the Museum, its functions, and opportunities. Responds promptly to phone and email inquiries.
- Manages donor and member records and correspondence via the Museum’s CRM software.
- Works closely with the President & CEO and the Communications Manager to cultivate donations and respond to donors in a timely manner.
- Receives and processes mail daily.
- Maintains databases including membership, daily sales reports, check registers, etc.
- Responds to requests for donations to qualifying organizations.
- Manages the operation of the administrative office, including inventory management and ordering of office supplies, maintenance of business forms, scheduling of conference rooms, and operation and maintenance of business machines.
- Supports the Communications Manager in the scheduling, preparation, and execution of Board of Director meetings.
- Become familiar with the history of the Dr Pepper Museum, the Free Enterprise Institute, Dr Pepper, and the soft drink industry to better address visitor questions and concerns, as well as contribute as a member of the Interpretation Department as needed.
- The successful candidate will be required to pass a background check and have reliable transportation.
Qualifications—Skills and Abilities
The ideal candidate will be self-motivated, extremely well organized, and able to proactively manage multiple agendas at once with diplomacy, accuracy, and good cheer. Excellent written and verbal communication skills required. This high energy individual must be a self-starter and possess strong listening skills, the ability to work independently, confidentially, and within deadlines. Being able to work with a variety of people in a professional manner and display a friendly phone demeanor is critical. Knowledge of modern office practices and procedures, business correspondence, standard business formatting, records management, and proper English usage including grammar and punctuation required. Ability to successfully multi-task, organize, coordinate, and maintain paperwork and prioritize work.
Education and Technical Training Requirements
- Education or training equivalent to an associate degree and three to five years administrative or secretarial experience working for management level personnel.
- Museum experience a plus.
- Advanced understanding and experience with Microsoft Outlook and the Office suite of programs required.
- Familiarity with the Adobe Creative Suite preferred.
- Other programs we use include: Neon, WordPress, PastPerfect, MailChimp, GoToMeeting, Audacity, Instagram, Facebook, and Twitter.
Physical Job Requirements
While performing this job the employee will be required to sit (75%), stand, walk (25%), and lift up to 30 pounds. This individual will be required to do close work with a computer monitor and repetitive hand movement. Must be able to communicate verbally.
About Dr Pepper Museum & Free Enterprise Institute
Home of the Nation's oldest major soft drink - Dr Pepper!
The Dr Pepper Museum & Free Enterprise Institute is a nonprofit organization that is neither owned nor operated by Keurig Dr Pepper.
The Museum’s mission is to educate and entertain the general public through the collection, preservation, interpretation, and exhibition of objects
relevant to the history of the soft drink industry, and through that example, the free enterprise economic system.
To further the mission, the Free Enterprise Institute was created in 1997 for the purpose of educating Texas school children and adults about the
economic system that underlies American life.
The Dr Pepper Museum & Free Enterprise Institute is dedicated to being the finest museum in the world devoted to telling the story of the soft drink
industry and to using this industry as a practical model of the free enterprise system.