Job Listing: Administrative Assistant

Job Postings,

The American Civil War Museum - Richmond, VA

Closes - Open until Close

Position Title – Administrative Assistant

Salary - Commensurate with experience

Job Type - Full Time

Apply: Send resume to Cara Sisson at


The Administrative Assistant is an active member of the Development and Events Department,
which enhances the Museum’s sustainability by inspiring audience engagement, increasing
public awareness, and cultivating opportunities for financial giving. Through these efforts, the
Development and Events team broadens and deepens the Museum’s audience and funding base
for exploring the causes, course, and legacies of the American Civil War era. The team also
enhances relationships between the Museum, its audiences, and its partners; and supports the
desired impact of the Museum’s larger interpretive and strategic plans.
The American Civil War Museum offers an excellent benefits package. We are proud to be an
Equal Opportunity Employer committed to diversity and inclusion. Candidates who bring diverse
experiences, perspectives, and talents to the work are especially encouraged to apply. We believe
that an inclusive culture among out staff is critical to implementing our mission to understand the
Civil War era’s history and impact in our lives today.

Primary Function:

The Administrative Assistant supports the Museum’s fundraising and events program by
performing a variety of complex clerical work requiring initiative, independent judgment,
excellent communication skills and specialized knowledge; performs duties under general

Duties and Responsibilities:
Plans, schedules, and performs a wide variety of clerical and typing work, ensuring
    accuracy of typing, grammar, punctuation, syntax, spelling, etc., without guidance of the
Composes correspondence involving administrative matters, solicitations and renewal
    appeals, and gift commitment acknowledgments for the department as well as the Office
    of the President under the guidance of the supervisor;
Extends strategic and regular invitations to donors and prospects for meetings, lectures,
    book talks, and other Museum events of interest;
Maintains a communications schedule for all development correspondence, including
    annual solicitations, stewardship reports, acknowledgements and special events;
Manages the process for donor acknowledgements and correspondence on a daily basis,
    including scanning correspondence into the CRM donor database and maintaining
Provides timely and accurate reports for managerial and financial analysis as needed;
Compiles special summarizations for reports and replies to inquiries, selecting relevant
    information from a variety of sources;
Exercises discretion, independent judgment and knowledge of Museum procedures in the
    day-to-day performance of regular duties;
Maintains procedures for tracking of all pending matters for the department such as
    “follow-up” and “bring-forward” files
Answers and places telephone calls in response to donor and staff inquiries and/or related
Provides administrative assistance for the departmental operations
Maintains and continuously updates departmental calendars, schedules meetings, and
    follows up on work in process and all pending matters to ensure timely reply or action;
Assists the Director of Development and Events with logistics of Museum events on- and
Assists, as necessary, with travel arrangements and completes monthly departmental
    expense reports;
Works with the Executive Assistant in the office of the President and assists, as
    necessary, with general clerical duties in the event of absenteeism;
Performs other related duties as required

Qualifications Required:
Education equivalent of high school graduation or G.E.D., plus three to five years
    progressively responsible office work experience, or one year specialized secretarial
    training plus one year office work experience;
Proficient in Microsoft Office and list management;
Strong organizational, time, and project management skills, including the ability to
    coordinate multiple projects with concurrent deadlines;
Excellent verbal and written communication skills, including exceptional proofreading
Ability to work independently, proactively and exercise sound judgment
Ability to establish and maintain effective work relationships and interact effectively with
Ability to adapt to changing work priorities;
Ability to understand and follow instructions

Qualifications Preferred:
Experience organizing mailing projects, both in-house and using an external mail house,
    including building letter and mail merge templates;
Ability to work both independently and collaboratively. Must be a self-starter and able to
    independently move projects forward, prioritize tasks, and meet deadlines;
Detail oriented with excellent customer service skills;
Experience working in a museum or cultural organization;
Passion for history

About the American Civil War Museum
The American Civil War Museum is the preeminent center for the exploration of the American
Civil War and its legacies from multiple perspectives. We are so much more than a collection of
artifacts. We are storytellers and educators. In the battle against the all-too-human instinct to
wish the past were simple, we’re exploring the unparalleled significance the American Civil War
holds to complexities we face today. We believe that understanding this period of America’s
development is fundamental to understanding current society, culture, and who we are as
The American Civil War Museum is a national resource for connecting people to the history and
legacies of the American Civil War. Our vast collection of artifacts provides the backdrop for the
stories we share. With locations in Richmond and Appomattox, the Museum explores the stories
of the Civil War era through our award-winning exhibits and programs. Visit us at to
find out more.