Job Listing: Office Manager (Wilton House Museum/NSCDA-VA)

OFFICE MANAGER

Position Title: Office Manager
Position Status: Part-time, 25 hours per week, Non-exempt
Reports To: Executive Director 

Position Summary: The Office Manager plays a vital role in the smooth and effective operation of the Virginia Society and Wilton House Museum Office. This position is responsible for managing the day-to-day administrative functions of the office, maintaining organizational systems, and handling all financial record-keeping and processing on site. The ideal candidate will be a highly organized, detail-oriented individual with strong communication skills and a commitment to the mission of The National Society of the Colonial Dames of America in the Commonwealth of Virginia and Wilton House Museum.

About Wilton House Museum/NSCDA-VA: 

The National Society of The Colonial Dames in the Commonwealth of Virginia is a 501(c)(3) nonprofit privately funded service organization that actively promotes our national heritage through statewide historic preservation, patriotic service and educational projects especially at Wilton House Museum.

The mission of Wilton House Museum is to increase public understanding of life in Virginia since the 18^th century, the paradox of hardship amidst elegance, and how the past continues to shape life in America today. Accredited by the American Alliance of Museums since 1985 and headquarters for the National Society of the Colonial Dames of American in the Commonwealth of Virginia, Wilton was originally built by William Randolph III in 1753 and moved to its present location on the James River by the Virginia Society Dames in 1934. Today, the site includes Wilton House, terraced gardens, a visitors’ center, Virginia Society Headquarter Offices, and a lecture hall & event space. For more information, please visit, www.nscdava.org and www.wiltonhousemuseum.org.  

Key Responsibilities: 

Maintaining Financial Records: 

• Manage and maintain financial records using Quickbooks Desktop, ensuring accuracy and compliance; including accounts payable, accounts receivable, and general ledger maintenance.
• Process and track all invoices, ensuring proper authorization and timely payment to vendors.
  • • Process and record all incoming contributions and revenue; perform monthly bank and credit card reconciliations.
• Enter all checks and donations into Quickbooks and donor management software.
• Generate timely and accurate financial statements, budget vs. actual reports, and specialized reports requested by Finance Committee and leadership as needed.
• Assist in the preparation of the annual organizational budget.
• Prepare all necessary documentation and records for the external annual audit.

Oversee General Office Operations: 

• Act as the primary receptionist, greeting office visitors and managing incoming calls.
• Coordinate administrative tasks such as filing, document organization, correspondence, office supply management, and scheduling meetings.
• Supports colleagues with administrative functions to ensure efficient workflows.

Membership Communications: 

• Collaborating with Virginia Society President and Executive Director, distributes monthly digital newsletter to all Virginia Dames. 
• Coordinates mass mailings to membership across the state for dues, donations, and invitations to annual events.
• Print and distribute donor acknowledgement letters for Executive Director to sign
• Scan incoming applications and send new membership packets on behalf of Virginia registrars.
• Update membership databases when Virginia Society members change their contact information (PastPerfect, Auxilia, iDames, and Membership Roster).
• Keep the Virginia Society website up to date with current events and reference materials for their use.

Qualifications: 

• Associate’s or bachelor’s degree in business administration, accounting, finance, or a related field, or equivalent professional experience is preferred.
• Minimum of 3-5 years of proven experience in office management, administrative support, and professional bookkeeping.
• Experience working in nonprofit organizations or membership-based organization is preferred.
• Expert proficiency in accounting software QuickBooks Desktop for bookkeeping and financial management is required.
• Expert proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and/or Google Workspace, IT, and membership database management.
• Ability to manage multiple tasks and prioritize effectively.
• Excellent organizational, communication, and problem-solving skills. 
• Ability to work both independently and collaboratively in a dynamic environment. 
• Passion for NSCDA-VA and Wilton House Museum’s mission is preferred. 

Physical Requirements: The employee must be able to successfully perform the essential functions of this job including the ability to sit or stand for extended periods, use a computer, and occasionally life or move office supplies and materials up to 25 pounds.

Compensation & Benefits:  

Hourly compensation is $25 per hour. We currently do not offer health insurance but are actively investigating options to offer a health plan to our NSCDA-VA/WHM team soon. In addition to offering professional development and training opportunities, we offer 25 days of paid time off and holiday pay. 

Application Process: 

To apply, please submit your cover letter, resume, and professional references to Amanda Keller, Executive Director, at akeller@wiltonhm.org. This position will remain open until it is filled. 

Wilton House Museum/NSCDA-VA is an equal-opportunity employer committed to diversity, equity, belonging, and inclusion and welcomes applications from all qualified individuals.