Office and Communications Coordinator

Benefits :

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

Office and Communications Coordinator (Full-time, on-site)

Come be part of the story!

The Colonial Dames of America (CDA), founded in 1890, is the oldest colonial lineage society for women in the United States.

Today, it is an international organization comprised of approximately forty chapters and oversees many educational and historic preservation projects, including its Mount Vernon Hotel Museum & Garden in New York City.

The Opportunity

The Office and Communications Coordinator plays a crucial role in supporting the administrative and operational functions of The Colonial Dames of America.

The ideal candidate will demonstrate strong organizational skills, deliver excellent customer service, work independently with a high degree of accuracy, and enjoy performing within a small, mission-driven environment.

The role reports to the Executive Director.

• Part-time Role : This position is a full-time, on-site position
• Compensation : $18-$25 / hour commensurate with experience and qualifications.
• Scheduling : Monday-Friday, 9 am-5 : 30 pm, with occasional evenings and weekends required for events
• Benefits : Paid Time Off, Medical Insurance, Retirement

Position Responsibilities :

Member Communications :

oCoordinate eblasts, social media updates, and newsletter support.

oPrepare the Annual Report and coordinate obtaining related information.

oAnswer phone and email inquiries, including directing cold call membership requests

oManage mailed correspondence on behalf of the organization, including sorting incoming mail and preparing annual mailings, membership packages, and member orders.

Website Informational Updates :

oEnsure website content is current and accurate.

oCoordinate with web developers on technical updates as needed.

Office Maintenance :

oMaintain the organization of the physical office space to ensure cleanliness and functionality, overseeing janitorial and porter work.

oMaintain the office supplies inventory and order supplies as needed.

oOversee on-site vendor visits for physical work done to the space.

Tech and Equipment Oversight :

oManage and troubleshoot office technology, equipment, and security updates, in conjunction with tech consultant

oCoordinate repairs and maintenance as necessary.

Event Planning and Coordination :

oAssist in planning events, including invitation design, RSVP tracking, and physical space set-up.

oOversee event registration in conjunction with Administrative Assistant.

oProvide support before or during events as needed.

Programs and Awards Administration :

oOversee the administration of programs and awards offered by CDA, including the materials and communications for applications and nominations.

oAssist in coordinating award presentations, including preparation of program certificates.

Database Management :

oMaintain CDA databases and ensure accuracy of member, officer, and chapter information.

oProcess member and chapter update forms to update information in databases

Qualifications :

• 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 proactive approach to driving work.
• Prior experience with Asana, Square / Stripe, Sharepoint / OneDrive, Microsoft Access, and WordPress a plus.
• Prior event and office coordination experience a plus.

To apply, submit cover letter and resume to Nicole Scholet, Executive Director, at [email protected]. In the subject line put in all capitals your last name followed by the title of the position for which you are applying.

The Colonial Dames of American / MVMH is an equal opportunity employer.