Oglebay Institute fosters appreciation, expression and discovery by engaging people of all ages and abilities through exceptional programming in performing and visual arts, dance, history, and nature.

Oglebay Institute is seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to the President. The ideal candidate will possess exceptional communication skills, a keen attention to detail, and the ability to manage multiple priorities seamlessly. This role is crucial in ensuring the smooth operation of the President’s office and will require a high degree of discretion and professionalism.

Position:  Full-time, Hourly Non-exempt

Pay Rate:  $16.10 ($33,500 annually)

Comprehensive Benefit Package includes but is not limited to PTO, paid holidays, medical, dental, vision, short-term disability, long-term disability, and life insurance.  An extra benefit of the role is a Wheeling Park Commission Park Pass Privilege Card* for the employee, spouse, and dependents.

Essential Functions

• Serves as Receptionist for Administration building.

• Monitors and responds to the organization’s voice mail and customer service email account inquiries.

• Responsible for calculating monthly postage reports and submitting to the Finance office, as 

well as maintenance of postage machine downloads & updates.  

• Delivers all mail to Post Office.

• Maintains, updates, and collects Board information such as Committee lists, Annual Statement of Disclosure Forms, Board Roster, and Bios. 

• Assists with set up and refreshments for Board, Committee Meetings, and other meetings as requested by the president. 

• Serves as the liaison between staff and technology services and phone service providers. Helps staff troubleshoot minor technology issues. Trains staff on phone system usage, Neon basics, and JotForm use.

• Responsible for the upkeep of the organization’s planning calendar.

• Initiates purchases, maintenance and/or repairs of computer hardware and software.  

• Orders licensing and software as requested.

• Serves as the organization’s database coordinator.

• Coordinates summer day camp and junior nature camp scholarship award process, award notification and reporting to finance.

• Orders office & building supplies and codes invoices accordingly.  Orders letterhead and envelopes for Institute (all depts.)

• Responds to all GEMS’ financial assistance requests.  Facilitates per President & CFO.

membership cards and acknowledgement letters.

• Coordinates with the President, the Development Department and Department Directors donor benefits and appropriate donor recognition and stewardship activities.

• Assists in planning and execution of donor and fundraising events, including, but not limited to Board Benefit.

• In conjunction with the Development Director and Marketing Department, participates in the

development of all fund-raising materials used by Oglebay Institute.

• Responsible for preparation of deposits and documentation of all donations and entry in database. 

• Prepares appropriate acknowledgement letters.

• Prepares appeal mailings, special event mailings and other fund-raising campaign related mailings as necessary, including email blasts in Neon.

• Assists with information gathering for grant submissions and reporting.

• Coordinates paperwork and acknowledgements for NIP recipients.

Additional Duties

• Comply with all safety policies, practices and procedures.  Report all unsafe activities to supervisor and/or Human Resources.
• Participate in proactive team efforts to achieve departmental and company goals.
• Perform other duties as assigned by supervisor or above.
• Provide leadership to others through example and sharing of knowledge/skill.
• Assists the Director of Development in duties related to the retention and solicitation of membership.
• Assists the Director of Development in planning and executing membership campaigns.
• Assists the Director of Development in planning and executing member only events.
• Responsible for preparation of deposits and documentation of all membership gifts and entry in
• database.  Prepares appropriate acknowledgement letters.
• Executes monthly renewals, second reminders and final quarterly appeal letters for membership.
• Responsible for printing and mailing membership cards and acknowledgement letters.

Qualifications

At least an associate degree in Business or comparable, databased experience and at least 5 years of experience in an administrative setting with office coordination experience, excellent computer skills including database management, and Microsoft Office programs.

Work Context

Physical Activity:

This position is considered having light physical activity performing non-strenuous daily activities of an administrative nature.

Note: Event set-up can include moderate physical activity and occasional long working days.

Physical Demands:

The employee may be sitting for extended periods while managing administrative tasks and engaging in computer work. The employee may be occasionally involved in travel arrangements and attendance at events, requiring the ability to move around comfortably and adapt to different settings.

Work Environment

The employee typically works in indoor environments, spending much of their time in exhibition halls, offices, and storage areas. These spaces are often well-lit and climate controlled. The work environment can also be dynamic and bustling when preparing for special events.

Oglebay Institute is an Equal Opportunity Employer