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Preservation Long Island Office Manager

  • November 27, 2019 12:02 PM
    Message # 8142058

    Preservation Long Island has a position open for: Office Manager


    Reporting to the Executive Director, the Office Manager joins a team of nine and occupies the key position responsible for managing the organization’s day-to-day operations. S/he ensures the efficient co-functioning of human, information, and material resources, and provides administrative support to the Executive Director as needed. 

    Essential Duties:

    ·         Maintain office efficiency through ongoing development, implementation, assessment and oversight of institutional policies, procedures, systems, and organizational infrastructure.

    ·         Maintain official records, documents, and internal/external communication files.

    ·         Prepare materials for Board and Committee meetings, record minutes, and maintain minute books.

    ·         Membership (CRM- Kindful) database administration through ongoing data verification and updates, recording donor contributions and performing queries and data exports to maintain complete and accurate fundraising records.

    ·         Manage incoming and outgoing communications: donor solicitations and acknowledgements, general correspondence, and inquiries through phone calls; coordinate bulk mailing lists.

    ·         Maintain office staff by managing schedules and enforcing personnel policies.

    ·         Maintain office calendar tracking meetings, program activities, and events for website and other postings.

    ·         Provide administrative support in preparing grant applications and final reports.

    ·         Liaison to the Society’s Properties Manager, and occasional communication with house custodians and outside vendors/contractors/service providers.

    ·         Maintain general office functions: procuring office supplies; maintaining up-to-date office equipment and technologies; and serve as the point person for IT issues.

    ·         Work with other staff to coordinate the production of key printed and electronic communications materials including newsletters and biennial reports.

    ·         Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; and participating in professional societies.

    ·         Serve as support staff at annual fundraisers and special events.


    This position requires a self-motivated person with excellent administrative skills and an understanding of confidentiality standards. Strong written and verbal communication abilities are a must, as is the aptitude to problem solve. The candidate will exercise good judgment and maintain professional office protocols while building good working relationships among staff. They will have advanced facility in Microsoft Office applications (Word, Outlook, Powerpoint, and Excel) and demonstrated proficiency in using nonprofit CRM database management software. The ideal candidate is very organized, detail-oriented, able to meet deadlines with accuracy, and willing to take initiative in upgrading technologies and procedures to achieve maximum office efficiency. A BA/BS from a four-year university/college is preferred. Experience/interest in museums or non-profit mission-based organizations is a plus, as is experience in human resources or management.


    This is a salaried full-time position with employee benefits, including medical insurance and optional pension plan: a total of 32 hours per week with occasional evening and weekend hours required. Candidates must have access to a car and be able to drive to meetings and events at the Society’s historic sites.

    Compensation is $42,000 +/- per annum based on experience.

    How to Apply 

    Interested applicants should submit a cover letter and resume:

    Office Manager Search, info@preservationlongisland.com or

    Preservation Long Island

    P.O. Box 148, Cold Spring Harbor, NY 11724

    Search is open until filled.

    For additional information: www.preservationlongisland.org

    About Preservation Long Island

    Founded in 1948 as the Society for the Preservation of Long Island Antiquities (SPLIA), Preservation Long Island works with Long Islanders to protect, preserve and celebrate our cultural heritage through advocacy, education, and the stewardship of historic sites and collections. Preservation Long Island oversees three historic properties, owns and interprets important collections of material culture from the region, spearheads advocacy for Long Island’s historic resources, and maintains well-regarded education and publication programs.


The Museum Association of New York strengthens the capacity of New York State’s cultural community by supporting professional standards and organizational development. We provide advocacy, training, and networking opportunities so that museums and museum professionals may better serve their missions and communities.

Museum Association of New York is a 501 (c) 3 nonprofit organization. 

265 River Street
Troy, NY 12180 USA

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