Job Description

The Office Manager position provides comprehensive administrative and operational support for daily operations at BHS.  This position is critical in coordinating communications, maintaining records, and supporting all museum programs, events, and rentals. This is an on-site position with week-day and occasional weekend support for events.

Duties and Responsibilities:

·         Supervises a part-time Administrative Assistant position

·         Oversees the front-desk experience for visitors, including tracking store inventory and assisting in the maintenance of the public areas. May need to assist with greeting visitors, answering phones, and responding to general inquiries and research requests.

·         Maintains filing systems (physical and digital) for correspondence, membership, events, financial records and board meetings.

·         Responsible for processing membership mailings, renewals and donations. Maintains and updates the membership database.

·         Maintains office supplies and printed materials, purchasing supplies as needed.

·         Maintains and updates the Society’s Google calendar, website content (basic updates), and social media posts as directed.

·         Processes invoices and prepares bank deposits using QuickBooks.

Event and Program Support – Under the Executive Director

·         Provides logistical support for all BHS activities including registrations, set-up, coordination with vendors and volunteers. This includes tracking receipt of required documents to comply with city and state regulations.

·         Tracks event RSVPs and maintains participant records.

·         Coordinates on-site logistics when activities occur. This includes signage, registration check-in materials and supplies.

·         Prepares and processes rental agreements

Communications and Outreach Support – Under the Executive Director

·         Prepares newsletters, email blasts, flyers, and promotional materials as directed.

·         Maintains contact lists and assists with targeted outreach for events, membership and fundraising activities.

Volunteer Coordination Support – Under the Executive Director

·         Assists with scheduling and training volunteers for events and daily tasks.

·         Maintains the volunteer contact list and assists with communications and appreciation activities

Other Duties as Assigned:

·         Provides administrative assistance to the Executive Director and Board in tracking and providing reports

·         Assists in areas in addition to primary responsibilities when needed, especially during peak event periods.

Qualifications and Skills:

·         Prior experience in administrative support, nonprofit operations, event coordination and customer service is required.

·         Excellent organizational, time management and multitasking skills.

·         Strong interpersonal and communication skills (written and verbal).

·         Ability to work independently and as part of a team to complete tasks as assigned.

·         Proficiency in Microsoft Office Suite, Google Drive, QuickBooks and donor databases such as Little Green Light.

·         Some marketing experience and knowledge of websites and social media.

·         Interest in museums and history is a plus

Working Conditions:

The position is on-site at BHS during regular business hours (exact schedule to be determined with the Executive Director) and may include evenings and weekends.

Benefits:

10 days of Paid Time Off, paid holidays, and a flexible schedule.

To Apply:

Submit an application packet consisting of a current resume, cover letter and three references with their contact information to the Beloit Historical Society, by mail to 845 Hackett St., Beloit, WI 53511 or email Donna Langford at dlangford@beloithistoricalsociety.com with the subject line “Office Manager Position” by May 15, 2026.

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