About Boscobel

Executive Assistant

Boscobel seeks an Executive Assistant (EA) to provide critical organizational and communication support.  This position performs a broad range of tasks for the Executive Director, Development Director, and museum as a whole, with a particular emphasis on administrative support, board engagement, and fundraising.

The Executive Assistant reports to the Executive Director and is the ED’s primary liaison with internal and external stakeholders in person, via phone, email, and post.  Exceptional communication, organization, time management, and software/tech savvy are essential.  The right candidate will be a service-minded problem-solver, performing duties with accuracy, timeliness, and discretion.

The EA is a full-time position averaging 35 hours/week, primarily onsite. All Boscobel employees are expected to work certain holiday, evening, and weekend programs throughout the year including the patron parties, holiday Twilight Tours, Independence Day concert, and other events as needed.

Responsibilities

Administrative Operations

• Manage the ED and board calendar including internal and external meetings
• Draft, fact-check, and proofread ED correspondence to a polished, professional standard
• Assist with ED travel arrangements, reimbursement requests, etc. Prepare travel-related host gifts/thank-you’s, and meeting materials
• Serve as liaison to the museum’s management team internally and externally: receive guests, field incoming calls and emails, etc.
• Update, distribute, and file board and staff memos, lists, etc.
• Draft correspondence, memos, etc. for ED revision/signature
• Maintain/replenish office files, supplies, and equipment
• Support onboarding process for new hires
• Manage office services such as phone systems, mailing services, coordinate IT support
• Organize support as needed from staff and volunteers for special events and projects
• Pick up/deliver supplies, meeting materials, refreshments, guests, etc. as needed

Governance

• Coordinate Board of Directors and committee meetings (producing/distribute agendas and related materials, confirm attendance, arrange all logistics including technical arrangements, meals, etc.)
• Regularly update trustees about upcoming opportunities, deadlines, etc.
• Record and maintain board minutes and other records

Fundraising/Donor relations

• Process donations, record and maintain donor information, and generate correspondence and reports using Boscobel’s Altru database, a Blackbaud Customer Relations Management software
• Ensure data integrity by entering/maintaining accurate information in a timely fashion. Manage constituent and donation entries to ensure courtesy, consistency, prompt acknowledgment and reporting ability, and accuracy in all records
• Review and offer solutions to any data or other errors found such as duplicate entries,
• missing information, incorrectly entered donations and more.
• Assist ED and Development Director with fundraising appeals and acknowledgements
• Coordinate logistics and prepare materials for prospect/donor meetings
• Provide support at fundraisers and other programs, including name tags, greetings, etc.
• Assist with tracking philanthropic opportunities, prospect research

Qualifications/Requirements

• Bachelor’s degree or equivalent
• Exceptional communication skills via phone, mail, email, and in person
• Proven technological proficiency with online calendar, meeting, and file-sharing technologies including MS Office, Google, and Microsoft 365, etc.
• Familiarity with using a database for point-of-sale, customer management, or fundraising
• Excellent time management skills, ability to multi-task
• Eagerness to learn and work independently and collaborate as part of a team
• Ability to maintain a highly professional, positive, and flexible mindset and demeanor
• Discretion with sensitive and confidential matters
• Experience/interest in development and/or nonprofit management is preferred
• Valid driver’s license and personal vehicle

Salary and Benefits for qualified applicants

• Salary range: $20-$24 per hour depending on experience
• Medical, dental, and life insurance
• Generous 401k retirement plan
• Paid time off, including annual vacation, sick leave, personal days, and museum holidays
• Staff discount in museum store
• Access and free admission to numerous museums and cultural institutions
• Professional development opportunities

Boscobel is committed to diversifying its audience and workforce. Veterans and candidates of any gender, ethnicity, race, religion, and cultural background are encouraged to apply.  Qualified applicants are encouraged to email their cover letter and resume to development@boscobel.org.

Facilities Technician

The Facilities Technician (FT) is responsible for supporting site stewardship, security, and programming in accordance with Boscobel’s strategic goals and institutional values.  The FT plays a key role in the museum’s operations, public service, and sustainability.

Facilities Techs reports to the Facilities Manager and works collaboratively with staff colleagues and vendors.  They support programming by providing set-up and other services to other departments, guests, and clients; and are responsible for following policies, procedures, and using equipment and technologies that achieve the highest possible standards in safety, stewardship and sustainability, and professionalism.  The position is a non-exempt, full-time position averaging 40 hours/week, with at least one weekend day/evening onsite per week.  All Boscobel employees are expected to work periodic special events throughout the year, including certain holidays.

Specific duties to be performed:

Gardens and grounds stewardship

• Mow, trim, prune, weed, deadhead, and water trees and plants, mulch, fertilize, plant, etc., safely and effectively using the equipment/materials provided
• Remove litter, fallen leaves, invasives, cuttings, branches, debris, etc.
• Keep drives, paths, and other areas clear of ice and snow
• Alert management to hazards and potential (dangling branches, flooding, pests, poison ivy, etc.)
• Welcome, support, and monitor site volunteers, guest experts, vendors, etc.

Building/vehicle/equipment Maintenance

• Maintain a clean and safe workplace including in Boscobel vehicles
• Dust/wash/polish surfaces, sweep and mop floors, clean toilets, remove garbage/recycling, etc.
• Make minor building repairs such as malfunctioning doors, etc.
• Keep light fixtures and security/safety devices in working order by changing bulbs/batteries
• Maintain strictest standards for pest control (mice, wasps, feral cats, etc.)
• Know how and when to use appropriately shut-offs/restarts for essential systems site-wide: water, electricity, HVAC, security, lighting, wi-fi, etc.
• Welcome and support site volunteers, guest experts, vendors, etc.

Program/Guest Services Support

• Politely enforce Visitor Guidelines and site perimeters, and support fellow team members, program partners, and outside vendors in doing the same
• Shield guests as much as possible from potential noise, mess, disruption, and harm from groundskeeping and other maintenance activities
• Provide set-up for programs, meetings, etc. (chairs, tables, av equipment, decorations, etc.)
• Maintain amenities such as restrooms, seating, signage, trash receptacles, golf cart, etc.
• Politely direct and/or escort guests to parking, Visitor Center, program spaces, etc.

General Duties

• Understand and implement emergency response including guest/staff injuries, power outages, disruptive/violent behavior, fire, storms, etc.
• Maintain equipment and vehicles as directed (refuel, clean, appropriately store/organize/label, replace parts, bring in for service, alert management to malfunctions, etc.)
• Make pick-ups/deliveries in provided vehicles
• Perform opening/closing procedures for buildings and site
• Other duties as required

Eligibility Requirements:

• Must have a valid driver’s license and be able to operate equipment such as snow blowers, tractors, lawn maintenance equipment, power tools, etc.
• Must be physically and mentally able to perform the essential functions of the position, with or without reasonable accommodations. Work entails moving about the 112-acre site, extended periods outdoors in all weather conditions, working in areas only accessible by stairs or ladders, and the ability to lift and carry up to 80 pounds in dead weight
• Must be service-oriented with guests, colleagues, volunteers, tenants, and other stakeholders
• Must be able to uphold the museum’s dress code and other policies, procedures, and Core Values
• Must be able to work days, nights, weekends, and holidays as needed

 Compensation and Benefits for qualified applicants:

• Hourly rate range of $18.00-$21.000 depending on experience; occasional overtime available
• Medical, dental, and life insurance
• Generous 401k retirement plan
• Paid time off, including annual vacation, sick leave, personal days, and holidays
• Staff discount in museum store
• Access and free admission to numerous museums and cultural institutions
• Professional development opportunities

Boscobel is committed to diversifying its audience and workforce. Veterans and candidates of any gender, ethnicity, race, religion, and cultural background are encouraged to apply.  To apply, please send your cover letter and resume to Facilities Manager Kevin Cancel at kcancel@boscobel.org.

Guest Services Associate

Guest Services Associates (GSAs) are responsible for welcoming every guest graciously, providing exemplary and proactive sales service, and encouraging all guests to enjoy and support the museum. GSAs play a key role in onsite educational and revenue-generating programming, while providing support for all museum departments.

GSAs must demonstrate the highest level of courtesy and inclusivity; be knowledgeable about the museum, its programs, and products; communicate effectively with guests, callers, and fellow staff; remain calm under pressure; and resolve occasional conflicts to ensure an exemplary visitor experience.

This position is part-time and reports directly to the Manager of Guest Services. GSAs must be available to work weekend days and occasional evenings; be comfortable with handling cash and the responsibilities that entails; be able to efficiently operate a Point-of-Sale system, PC computer, telephone, and copy machine. They must have sufficient mathematical skills to make change, compare the cash receipts at the end of the day to cash register totals, calculate attendance figures, etc. Experience in retail or hospitality industries, and fluency in foreign languages are welcomed attributes.

Specific duties to be performed:

● Staff the Gatehouse, Guest Services Center Front Desk, and other Point-of-Sale (POS) locations throughout the site.
● Greet visitors and guests warmly and exhibit exemplary customer service and inclusivity.
● Understand the programs, membership levels, merchandise, and discounts offered by the museum; and proactively promote them.
● Operate the Altru POS effectively so that attendance and sales are accurately entered throughout the day.
● Open and maintain a cash drawer.
● Restock brochures, gift shop etc. in the Visitor Center.
● Keep the gatehouse and front desk area clean and tidy.
● Provide information about the area to guests, including directions to nearby restaurants, accommodations, other attractions, etc.
● Answer incoming phone calls and redirect as needed. Collect, respond to and/or redirect e-mail and voice mail messages.
● Monitor walkway as guests enter the grounds.
● Alert the Facilities staff of equipment malfunctions or maintenance needs, as well as potential security threats
● All other duties as required

To apply, please send your cover letter and resume to communications@boscobel.org.