Administrative Assistant- Finance and Administrative Services

 

Position: Administrative Assistant

Status: Full time, permanent

Location: Ohio History Center, Columbus, OH

Compensation: $23-27 per hour

Benefits: Medical, dental, vision, Life/Disability, retirement savings options and state pension, paid vacation and sick time, paid holidays, free museum membership and discounts

 

 

Position Summary:

The Administrative Assistant provides comprehensive administrative and operational support to the Chief Financial Officer (CFO) and the Finance & Administrative Services team. This role directly supports financial operations, property, utility and contract record management.

Reporting to the CFO, this position plays a critical role in maintaining financial accuracy, supporting organizational infrastructure, and ensuring the efficient coordination of administrative and financial activities across the organization.

The Administrative Assistant interacts seamlessly and professionally with executive leadership, internal teams, and external partners. Success in this role requires the ability to handle sensitive and confidential information with discretion, sound judgment, and a high level of professionalism.

 

Essential Functions:

• Executive & Finance Team Support
  • Provide direct administrative support to the CFO and Finance & Administrative Services team, including calendar management, meeting coordination, and office logistics
  • Prepare meeting materials, reports, and presentations for CFO-led meetings
  • Coordinate and schedule meetings; distribute agendas, materials, and follow-up documentation
  • Take, prepare, and distribute meeting minutes and action items
• Financial Administration & Accounting Support
  • Maintain and track utility accounts across the statewide system; ensure timely submission and payment of utility invoices
  • Monitor and reconcile recurring expenses such as utilities, property taxes, and related costs
• Property, Contract & Compliance Management
  • Maintain complete and accurate records of all organizational property, including real estate and related documentation
  • Ensure all real estate files (e.g., transactions, easements, property tax documentation) are properly executed, organized, and retained
  • File and organize all organizational contracts in accordance with records retention policies
  • Maintain centralized records for all insurance policies, ensuring documentation is current and accessible
  • Develop and oversee filing systems and retention processes to support compliance and audit readiness
• Records & Documentation Management
  • Establish, maintain, and continuously improve filing and records management systems for finance, contracts, utilities and property records
  • Ensure documentation is organized, accessible, and compliant with applicable retention standards

 

Required Education & Experience:

• Associate's Degree
• 5 years of relevant administrative experience - or - equivalent combination of relevant training and experience is required

 

Desired Skills & Experience:

• Experience supporting executive-level leadership, preferably a CFO or finance team
• Knowledge of records management, retention policies, and compliance practices
• Strong organizational and project coordination skills
• Ability to manage sensitive and confidential financial and organizational information
• Proficiency in Microsoft 365 and virtual collaboration platforms
• Experience with property records, contracts, insurance documentation, or real estate transactions preferred
• Strong written and verbal communication skills; ability to interact effectively with internal and external stakeholders

 

Required Competencies:

• Resourcefulness: Effectively locates and utilizes resources; organizes information in a clear and useful manner
• Accountability: Takes ownership of responsibilities; anticipates needs and follows through on commitments
• Adaptability: Processes information consistently while adjusting to changing priorities and demands
• Collaboration: Works effectively across teams and with external partners; takes initiative when appropriate
• Judgment: Exercises sound decision-making, including in situations with limited direction
• Confidentiality: Demonstrates discretion and professionalism when handling sensitive information

 

To apply:

Please submit application materials through the Ohio History Connection application portal https://www.ohiohistory.org/jobs. Resume, cover letter, and other supporting documents can be attached in the "Resume" section. Please direct inquiries and accommodation requests to Human Resources, [email protected] or by calling 614-297-2500.

 

EOE Statement:

Ohio History Connection will recruit, hire and maintain a diverse workforce allowing for the inclusion of every employee's unique value, contribution and potential. OHC is committed not only to the principle of equal employment opportunity but also to the letter and spirit of the law. OHC, as an equal opportunity employer, does not discriminate in its employment on the basis of race, color, religion, sex, gender, sexual orientation, gender identity or expression, pregnancy and/or related conditions, national origin, ethnicity, age, veteran status, genetic information, medical condition, physical or mental disability, or on any other basis protected by federal, state or local law. OHC ensures that equal employment opportunity applies to all areas of employment including hiring, promotion, demotion, transfer, recruitment, selection, discipline, termination, compensation, benefits and training.

 

ADA Compliance:

Ohio History Connection is committed to the full inclusion of all qualified individuals. As part of this commitment, OHC will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the Human Resources Department at 614-297-2390 or by email at [email protected].