Office and Communications Coordinator

$37,440 - $52,000/Yr

The Colonial Dames Of America - New York, NY

Part-time - Entry Level

New York, NY

Museums, Historical Sites, and Similar Institutions

About the position

The Office and Communications Coordinator plays a crucial role in supporting the administrative and operational functions of The Colonial Dames of America (CDA). Founded in 1890, CDA is the oldest colonial lineage society for women in the United States, comprising approximately forty chapters and overseeing various educational and historic preservation projects, including the Mount Vernon Hotel Museum & Garden in New York City. The ideal candidate for this full-time, on-site position will demonstrate strong organizational skills, deliver excellent customer service, work independently with a high degree of accuracy, and thrive in a small, mission-driven environment. This role reports directly to the Executive Director and is essential for ensuring smooth operations within the organization. In this position, the coordinator will be responsible for a variety of tasks that include member communications, website updates, office maintenance, tech and equipment oversight, event planning, and programs and awards administration. The coordinator will coordinate eblasts, social media updates, and newsletters, ensuring that all communications are timely and effective. They will also manage the organization’s website content, ensuring it is current and accurate, and will oversee the physical office space to maintain cleanliness and functionality. Additionally, the coordinator will assist in planning events, manage databases, and ensure that all member information is accurate and up-to-date. This role requires a detail-oriented, methodical worker who is proficient with computers and standard office technology, and who can quickly learn new digital communication tools as needed.

Responsibilities

• Coordinate eblasts, social media updates, and newsletter support.
• Prepare the Annual Report and coordinate obtaining related information.
• Answer phone and email inquiries, including directing 'cold call' membership requests.
• Manage mailed correspondence on behalf of the organization, including sorting incoming mail and preparing annual mailings, membership packages, and member orders.
• Ensure website content is current and accurate.
• Coordinate with web developers on technical updates as needed.
• Maintain the organization of the physical office space to ensure cleanliness and functionality, overseeing janitorial and porter work.
• Maintain the office supplies inventory and order supplies as needed.
• Oversee on-site vendor visits for physical work done to the space.
• Manage and troubleshoot office technology, equipment, and security updates, in conjunction with tech consultant.
• Coordinate repairs and maintenance as necessary.
• Assist in planning events, including invitation design, RSVP tracking, and physical space set-up.
• Oversee event registration in conjunction with Administrative Assistant.
• Provide support before or during events as needed.
• Oversee the administration of programs and awards offered by CDA, including the materials and communications for applications and nominations.
• Assist in coordinating award presentations, including preparation of program certificates.
• Maintain CDA databases and ensure accuracy of member, officer, and chapter information.
• Process member and chapter update forms to update information in databases.

Requirements

• Detail-oriented, methodical worker able to follow set processes and input data with a high level of accuracy.
• Highly proficient with computers and standard office technology, and quick to learn new digital communication tools as needed.
• Collaborative team-player with excellent verbal, written, and customer service skills.
• Commitment to maintaining confidentiality and handling sensitive information securely.
• Ability to use judgment, work independently to complete tasks, and take a proactive approach to driving work.
• Prior experience with Asana, Square/Stripe, Sharepoint/OneDrive, Microsoft Access, and WordPress is a plus.
• Prior event and office coordination experience is a plus.

Nice-to-haves

• Experience with Asana, Square/Stripe, Sharepoint/OneDrive, Microsoft Access, and WordPress.
• Prior event and office coordination experience.

Benefits

• 401(k) matching
• Health insurance
• Paid time off