Help Wanted 

ADMINISTRATIVE ASSISTANT

Position Description:
Title: Administrative Assistant, Lake Chelan Historical Society
Reports to: Board of Directors
Location: Chelan Museum, Chelan

Summary:
The Administrative Assistant helps keep the museum running smoothly by providing office support to the Museum Manager and the Board of Directors. This role plays an important part in ensuring the smooth operation of the museum and creating a welcoming experience for visitors and community members.
There is an opportunity to expand responsibilities in the future to encompass community engagement.
The incumbent reports directly to the Board of Directors and receives work guidance from the Museum Manager and volunteers.

Responsibilities:
Maintain files, records, and basic bookkeeping. Answer phone calls and emails.
Manage the gift shop and maintain the inventory. Organize and manage photo sales for the museum.
Assist with membership, donations, and mailings.
Support museum events, programs, and volunteer coordination.
Help with marketing tasks such as social media posts and newsletters.
Greet visitors.

Other duties as assigned.

Qualifications:
Completion of High School diploma or equivalent.
Comfortable with Microsoft Office and basic computer use.
Ability to learn to use the museum’s catalog application and other proprietary programs, including the point-of-sale system.
Good communication and organizational skills.
Strong interpersonal skills and able to work as part of a small team.

Preferred:
Experience creating and managing social media posts. Written and/or spoken Spanish.
Prior involvement with community or non-profit organizations.
Ability to assist visitors with research, especially their family history.

Schedule & Compensation:
Flexible hours with a base schedule of 20 hours per week, primarily during school hours. Occasional evening or weekend work to support special events.

Pay $18-22 per hour, depending on experience.

Location: The Merc Playhouse (AKA The Merc), 101 S. Glover St. Twisp, WA 98856. This position is based in the theater and its upstairs office. Some work-from-home for administrative tasks, communication, etc. is allowed.
Reports to: Board of Directors
Employment Type: Part-time (average 20 hours/week; weekly hours will vary depending upon the theater’s production schedule), non-exempt
Starting Compensation: $30-$40/hour, commensurate with experience

Position Overview:
The Executive Director is a collaborative leader responsible for overseeing the daily and long-term operations of The Merc, a vibrant live performance venue committed to artistic excellence and community engagement. The ED helps to ensure operational efficiency and financial sustainability through strong organizational leadership, community engagement, and staff coordination. This role serves as a central hub connecting the Board’s strategic direction and the production team’s artistic vision with administrative execution to fulfill The Merc’s mission: “to create experiences which connect our community with the diverse aspects of live theater.”


Key Responsibilities:
Operations & Staff Management
● With support from the Facilities and House Managers, oversee all aspects of daily operations, ensuring efficient use of resources and compliance with relevant laws, safety standards, and policies, including bookkeeping, licensing and facilities management.
● In collaboration with relevant staff and the Board of Directors, oversee recruitment, supervision, and evaluation of staff, contractors, and volunteers.
● Oversee marketing, online presence, and ticket sales, with the Marketing Coordinator and House Manager.
● Foster a positive and inclusive workplace culture that encourages collaboration, accountability, and continuous improvement.
Community Engagement
● Develop and maintain strong relationships with Methow Valley groups, schools, businesses, and cultural organizations.
● In collaboration with the Board, lead initiatives to expand the theater’s reach, access, and relevance in the community through outreach programs, partnerships, and educational opportunities.
● Serve as a visible and engaged ambassador for the theater at community events and in public forums.
Fundraising & Grant Writing
● Collaborate with the Board to design and execute fundraising strategies, including individual giving, business sponsorships, and special events.
● Identify, research, and write compelling grant proposals to secure funding from public and private sources.
● Track and report on all fundraising activities and ensure compliance with grant requirements.
Programming & Production Oversight
● Works with Productions Manager to track auditions, casting, rehearsals, performances, and technical needs while ensuring adherence to theater policies.
Financial Oversight
● In coordination with the Board Treasurer and Finance Committee, develop and manage annual budgets, monitor income and expenses, prepare regular financial reports, and support annual audits and financial reviews.
● Ensure sustainable fiscal practices and resource allocation aligned with strategic goals.
Board of Directors Collaboration
Serve as the primary operational liaison to the Board of Directors, ensuring transparency and regular communication.
Provide timely reports on financial performance, operational challenges, and programming updates.
Support Board-led initiatives and special projects as needed.
Support and lead the strategic plans as developed by the Board.
Work closely with the Board and committees to meet the various needs of The Merc and its partnerships throughout the region.
Attend monthly Board meetings, committee meetings as requested and contribute to strategic planning and policy development.


Qualifications:
We encourage prospective candidates to think broadly about their backgrounds and consider transferable skills and qualifications which may come from personal interests, self-directed learning, community roles, and life experiences that are relevant to these qualifications:
● Excellent project management and facilitation skills
● Strong organizational, interpersonal, delegation, and communication skills
● Leadership experience in nonprofit management, arts administration or a related field
● Strong community engagement, fundraising, donor development, and grant-writing experience
● Proven success in staff management, budget management and financial oversight
● Demonstrated ability to work collaboratively with artistic, production and administrative professionals as well as Boards of Directors
● Familiarity with administrative software, donor databases and bookkeeping platforms (e.g., Google Workspace applications, QuickBooks)
● Familiarity with marketing, social media and outreach strategies
● Coordination of venue operations
● Passion for live performance and commitment to diversity, equity, and inclusion


Working Conditions/Physical Requirements
This job requires the routine use of standard office equipment such as computers, phones, and copy machines. The ability to lift up to 25 lbs., sit, stand, walk and ascend/descend stairs (office environment) is required, with or without accommodation. This job requires the ability to frequently communicate and exchange accurate information in English, with or without accommodation. Visual, verbal and audio acuity are required, with or without accommodation. The position requires the ability to travel within the Twisp area.


The Merc Playhouse is an equal opportunity employer. We are committed to creating an inclusive environment for all employees and applicants. We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic as established by law. We encourage applications from all qualified individuals and strive to provide a workplace that is free from discrimination and harassment.

Apply at: https://www.mercplayhouse.org/employment.html

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Strong problem-solving abilities and a customer-focused mindset.
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