Administrative Assistant - House & Gardens

Description

Administrative Assistant - House & Gardens

Founded by Detroit philanthropists George and Ellen Booth in 1904, Cranbrook Educational Community is one of the world's leading centers of education, science, and art.

Comprised of a graduate Academy of Art, contemporary Art Museum, Center for Collections and Research, House & Gardens, Institute of Science, and more than 1,600 students attending our Pre-K through 12 independent college preparatory Schools, Cranbrook welcomes thousands of visitors and students to its campus each year.

Critics have called Cranbrook "the most enchanted and enchanting setting in America" and in 1989 it was designated a National Historic Landmark.

The campus is located in Bloomfield Hills, Michigan, about 20 miles north of downtown Detroit. For more, please visit our website : www.cranbrook.edu .

The Cranbrook House & Gardens Administrative Assistant administers the day-to-day function of the House & Gardens Auxiliary office.

They will maintain a friendly, courteous, and professional manner in interacting with the general public, Auxiliary members, Cranbrook staff, and vendors.

Preferred office hours for this part-time position are 9 : 00am to 3 : 30pm, Tuesday through Friday . This position is a 26-hour work week.

Occasional evening hours may be required for events (hours can be flexed during these weeks).

Responsibilities include, but are not limited to :

Visitor Services

• Respond to in-person, phone, and email inquiries from all visitors.
• Assist guests with registering for tours, Portrait Photo Sessions, and other events by phone and in person.
• Record the House & Gardens info line and office voicemails.

Tours & Events

• Prepare reservation lists for tours and events.
• Serve as a key member of the Portrait Photography Team, providing guest feedback, fielding inquiries, and assisting with determining the season schedule and policies.
• Assist with check-in and other activities as needed during select events.
• Coordinate with catering vendors for events with food or drinks.
• Manages Private Tours (fielding inquiries, booking tours, coordinating with caterers and Cranbrook's Facilities Department, and invoicing).

Membership

• Manage the Membership Database.
• Serve as a key contact with members, including Board Members, providing information about meetings and programs and responding to questions and concerns.
• Print documents, compile meeting agendas and reports, and assist with setting up Zoom / Teams meetings.

Accounting

• Serve as liaison with the Cranbrook Educational Community Accounting Department and Cranbrook House & Gardens Auxiliary Financial Vice Chair.
• Maintain accounts payable and invoicing for the House & Gardens.
• Process purchase orders.

Development

• Send donations (online, onsite, lockbox, PO Box) to Gift Processing.
• Prepare and send thank you letters and other correspondence to donors.

General Office Administration

• Submit work orders for maintenance needs around the estate and event setups.
• Maintain office files; work to digitize physical files.
• Reserve meeting dates, tours, events, and other activities on shared internal calendar.
• Become thoroughly knowledgeable on and help make period updates to the Cranbrook House & Gardens Auxiliary Policies & Procedures Handbook.
• Coordinate with vendors and various programs on campus.
• Website assistance : Update content on existing pages, copy pages, download reservation lists, and create new pages from templates.

Requirements :

• High School diploma or GED required; completion of an Associate's degree or Bachelor's degree strongly preferred.
• A minimum of two years of administrative experience is required.
• Strong Microsoft Office skills (including Word, Excel, PowerPoint, SharePoint / OneDrive, Edge, Outlook, and Teams).
• Experience working with and maintaining a database preferred.
• Previous experience with email marketing systems preferred.
• Familiarity with updating website content and creating webpages from templates preferred.
• Ability to accurately type 60 words per minute.
• Proficiency at effective prioritization and multitasking.
• Effective written and verbal communication skills.
• Ability to maintain strict confidentiality.
• Willingness to learn new technology and software.
• A valid Michigan driver's license with a satisfactory driving record is required.

This part-time position includes eligibility for prorated paid time off, participation in our retirement savings plan, and a unique environment in an educational setting that values collaboration.

For consideration, please submit a resume and cover letter.