Part Time Administrative Assistant/Engagement Coordinator

Oakland Heritage Alliance (OHA) is a non-profit membership organization with over 400 members and 40+ years of advocacy for the protection, preservation, and revitalization of Oakland’s architectural, historic, cultural, and natural resources through publication, education, and direct action. Some of the work we do include: publishing a newsletter, conducting summer walking tours, offering free lectures, and hosting our annual award ceremony, Partners in Preservation. Our office is located in downtown Oakland, close to 19th Street BART. To learn more about what we do, visit our website at www.oaklandheritage.org. 

The Board of Directors of the Oakland Heritage Alliance seeks a Part-Time Administrative Assistant/Engagement Coordinator to provide office support and assist with community engagement. 

The ideal candidate will have strong organization and communication skills and help maintain effective workflows within the organization. A demonstrated interest or knowledge of historic preservation is encouraged. This position reports to the Vice President of the Board of Directors. 

Schedule: This is a hybrid, part-time position of up to, depending on the workflow, 24 hours per week. You will need to be able to come into the office at least once a week. The exact office hours are negotiable and would be scheduled during normal business hours. Some evening and weekend work is required. 

Compensation: Hourly position, pay is $24 per hour. Prorated (based on part-time schedule) paid time off and holiday pay. No other benefits. 

Summary of Key Responsibilities: 

Administrative (~60%) 

• Process membership and payments and generate and mail membership, renewals, and thank-you letters.
• Provide administrative and program support for OHA meetings and events. 
• Coordinate edits and distribution of board meeting agendas and take minutes. In addition, posting public facing agendas and minutes to our website.
• Make bank deposits and assist the treasurer and bookkeeper with financial records.
• Coordinate sales and distribution of publications. 

Office (~5%)

• Manage the operation of the OHA office, including: phones, mail, email, files and archives, office supplies and equipment. 
• Monitor allocated office budget and report on office expenses.

Engagement (~15%) 

• Engage with membership and community via multiple platforms and channels.
• Support membership growth and facilitate communication and connection between the community and OHA issues.
• Assist with community email newsletter, social media posts, promotional fliers, and other communication materials, as needed.
• Coordinate volunteer recruitment, communication, and retention. 

Database Management (~10%)

• Design, implement, troubleshoot, and maintain Neon database.

Other duties as assigned (~10%)

• Assist with coordinating annual appeal and other fundraising efforts.
• Communicate with vendors. 
• Record and edit lectures and/or other OHA events. 

Required Experience/Skills: 

• A minimum two years of office experience. 
• Excellent verbal and written communication skills and attention to detail. 
• Proficiency with common office software applications (Microsoft Office, Google Drive, etc.). 
• Experience with database administration.
• Ability to use and troubleshoot technology. Experience with website management and maintenance. 
• Strong organizational and prioritizing skills and ability to work independently.
• Strong interpersonal skills. 
• Ability to take initiative and delegate tasks and feel comfortable with communicating when help is needed. 
• Experience with file organization.
• A friendly and helpful attitude. 
• Ability to work with intergenerational and diverse populations. 
• Experience with maintaining confidentiality of sensitive information. 

Desirable Experience/Skills: 

• Experience in nonprofit administration. 
• Demonstrated interest in historic preservation or related fields.
• Experience with Neon and/or similar CRM database, web design/html/ftp/Squarespace, Constant Contact, and/or Eventbrite. 
• California driver's license and access to car.
• Experience with basic bookkeeping, knowledge of Quickbooks a plus.
• Basic knowledge of video recording and editing software.
• Some graphic design experience. 

Apply: Please submit a cover letter, resume, and a list of three professional references to info@oaklandheritage.org. 

Application deadline: First application review will take place on April 8, 2024. Open until filled. 

Target start date: Mid May.

Oakland Heritage Alliance is proud to be an equal opportunity workplace and we’re dedicated to Oakland’s legacy that brings forth the various backgrounds, experiences, and skills that represent this beautiful city. It’s not about checking boxes, it’s about representing Oakland to the fullest. 

Our office is located in an early 20th century, (a little over 100 years old) art deco building that, unfortunately, is not ADA accessible. We are on the third floor, and while an elevator is available, it is not reliable or ADA accessible. The use of stairs may be required.