Administrative Assistant bei Wings Over the Rockies Air & Space Museum

Description

Department: Administration

Reports to: Chief Financial Officer

Location: Wings Over the Rockies Air & Space Museum

7711 E Academy Blvd, Denver CO, 80230

Status & Classification: Regular | Full-Time | Exempt

Salary Range: $53,000-$56,000/year

Work Schedule: Monday - Friday | 5 days/week In-Office

Position Summary

Wings Over the Rockies seeks an organized and detail-oriented Administrative Assistant to support the day-to-day operations of our organization. The ideal candidate for this role is a self-starter with experience interacting with Boards of Directors. In this position, you will provide proactive support to ensure efficient workflows, handle a range of tasks that keep Wings Over the Rockies running smoothly, and maintain a positive and professional office environment. This position is also responsible for providing support to management of board-related functions. This includes preparing materials for board meetings, coordinating communication between board members and staff, maintaining board records, and supporting general office operations to ensure organizational efficiency.

Organization

Founded in 1994 on the former Lowry Air Force Base in east Denver's historic Lowry Field neighborhood, Wings Over the Rockies is a non-profit community organization dedicated to unlocking dreams of flight through exhibits, local events, and educational programming. We are Colorado’s official Air & Space Museum having been recognized by CNN Travel as one of their 20 Best aviation museums in the world. Each year we welcome roughly 160,000 visitors representing all 50 states and dozens of countries internationally. Wings is committed to diversity, inclusion, and accessibility. The Museum boasts more than 100,000 sq. ft. of open hangar space full of iconic aircraft, space vehicles, historical artifacts, and more. Visitors can experience thrilling flight simulators, discover educational programs, and participate in one of our many exciting Museum-sponsored events.

Exploration of Flight (EoF) is our flight-focused educational extension. This 15-acre campus is located at the Centennial Airport where we offer showcase events with a variety of aircraft, aviation immersion programs, pilot ground training, and flight experiences. EoF is home to our Blue Sky Gallery exhibit and interactive aviation center featuring an airworthy fleet of civilian and military aircraft.

Benefits

• Employer-paid Medical, Dental, Vision, Basic Life/AD&D coverage
• $600 annual Health Savings Account (HSA) employer contribution for eligible medical plans
• Voluntary LTD, STD, Life/AD&D, Accident, Critical Illness, and Legal/ID protection plans available
• Optional Flexible Spending (FSA), Health Savings Account (HSA), and Dependent Care (DCA) accounts
• 2 weeks of paid vacation per year
• 60 hours sick leave per year 
• Paid personal time (1 week/year) 
• 10 Paid Holidays 
• 403(b) group retirement plan participation with employer match
• Potential for annual bonuses, merit pay increases, professional development, and career advancement
• Wings Museum membership, 25% gift shop discount, and other employee perks

Essential Duties & Responsibilities

Please Note – this list is not all inclusive but intended to be a general outline of the essential duties for this position.

General Office Support:

• Answer and direct phone calls in a professional manner
• Organize and schedule meetings and appointments
• Maintain and update filing systems, databases, and records
• Assist in the preparation of regularly scheduled reports
• Order office supplies and maintain inventory levels
• Greet and assist visitors, patrons, and staff
• Manage incoming and outgoing correspondence (emails, mail, etc.)
• Perform data entry and manage digital files
• Support team members with various administrative tasks and projects
• Maintain confidentiality of sensitive information
• Assist with calendar management, travel arrangements, and meeting coordination for staff.
• Assist in organizing company events and staff meetings.

Board Management Support:

• Coordinate scheduling of board and committee meetings, including preparing agendas, minutes, and supporting materials.
• Maintain accurate and confidential records of board members, meeting attendance, and board resolutions.
• Act as a point of contact for board members, distributing materials, reminders, and updates in a timely manner.
• Support new board member onboarding, including orientation materials and logistics.
• Assist in the preparation and distribution of board packets and ensure timely delivery (digital or physical).
• Track board terms, elections, and key deadlines.
• Maintain internal and board group email list

Other Administrative Support:

• Open and distribute mail on a daily basis
• Manage and order office supplies for the Lowry and Centennial campuses
• Serve on the Employee Social Committee 
• Support with other administrative duties as needed

Requirements

Requirements & Qualifications

• High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
• 2+ years of experience in an administrative or office assistant role, preferably in a nonprofit or board-governed organization.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills. 
• Ability to manage confidential information with discretion.
• Strong time management and multitasking abilities.
• Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint) and Teams; familiarity with board management software (e.g., Easy Board, Boardable, or Diligent) is a plus.

Preferred Skills

• Familiarity with office equipment (printers, scanners, copiers)
• Experience with scheduling software or project management tools

Working Conditions

The Air & Space Museum operates in an 80-year-old aircraft hangar. Exploration of Flight is located at a busy regional airport. Environmental conditions may vary.