Careers & Internships

Current openings

Position Title: Executive Administrator
Reports To: Executive Director
Status: Non Exempt, Part-time 20-28 hours weekly

Job Summary

A high level part-time administrative position with Silos & Smokestacks National Heritage Area, a 501c3 non-profit that preserves and tells the story of American agriculture through partnership with 120 sites across NE Iowa. The variety of duties and responsibilities keep the work interesting and challenging. Responsibilities include both administrative duties as well as database management duties.

The successful candidate will have the opportunity to help grow the organization’s infrastructure for development, work closely with a board of directors, and provide database support to a hard-working staff of five. He or she should be very comfortable using databases, be able to self-regulate your work load, be able to juggle multiple projects with superb accuracy, enjoy learning new skills, and have outstanding organizational skills. This is a unique opportunity to be part of a dynamic non-profit organization.

This position requires strong communication abilities, strong computer and data entry skills, flexibility, excellent interpersonal skills, ability to effectively multi-task, and the ability to work well with all levels of internal management and staff as well as outside clients and vendors. Sensitivity to confidential matters and data is required.

Primary Responsibilities

Database management duties:

  • Timely and accurately enters information into Raiser’s Edge database (CRM) system including donors, donor gifts, partner sites, board members, new constituents, etc.
  • Generates donor thank you and gift acknowledgement letters using database system.
  •  Works closely with Chief Financial Officer to ensure proper recording of all gifts and pledges.
  • Serves as lead for the donor management system, including providing training and support to other staff using the system, as well as continually learning and growing the use of the system.
  • Completes information analysis from Raiser’s Edge database for procedures, analysis, and reports.
  • Generates lists using RE database and other sources for direct mail and email solicitations/communications, special event invitations and other activities as needed.
  • Uses RE database to manage donor information and activities/events such as birthdays and other special occasions and participation in special events.
  • Enters contact reports submitted by Executive Director and other staff as requested.
  • Enters data and makes necessary adjustments to ensure database constituent information is up-to-date and correct.
  • Support and assist staff members with inputting and recording data necessary to their work.
  • Executive Secretary for Board of Trustees:
  • Records minutes at quarterly full board meetings and executive committee meetings, and collaborates with board secretary to finalize and archive them.
  •  Prepares and distributes all board meeting materials and assists with the development of presentation materials.
  • Keeps Executive Director informed as to any communications via phone, email or mail with all board members
  • Ensures all board materials are accessible before meetings on the private board website.
  • Maintain book of corporate documents including bylaws, minutes and all other official papers.
  • Coordinates committee meetings and conference calls as needed or anticipated including preparing materials.

Administrative duties:

  • Serves as the front line of contact with the public through answering the phone and greeting visitors and donors.
  • Answers phones promptly and uses good judgment to prioritize the distribution of messages to appropriate staff in a timely manner.
  •  Pick up mail daily and manage distribution including routing circulation materials.
  •  Creates and modifies various documents as needed using Microsoft Office programs.
  • Coordinates meeting and event arrangements including booking space, ordering food, securing insurance, working with vendors etc.
  • Responsible for keeping inventory of all office supplies and placing orders for replenishment as needed.
  • Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
  •  Act as primary contact for staff, and serve as liaison with IT Service provider for all office computer software, internet access, and networking issues.
  • Performs other duties as assigned.


  • Experience using donor management or customer relations databases.
  • Must be highly computer savvy and proficient in the use of databases, Microsoft Office suite, email, websites and internet.
  • Ability to write, speak and interact clearly and professionally.
  • Excellent written and verbal communication skills.
  • Pays close attention to detail, especially while multi-tasking.
  • Ability to solve problems and seek appropriate input in the process.
  • Extremely organized.
  • Strong multi-tasking with ability to work on multiple projects simultaneously
  • Strong time-management skills.
  • Can handle sensitive information with the highest degree of integrity and confidentiality.
  • Minimum of 1-3 years’ experience in office management or equivalent education.


  • Experience using Raiser’s Edge Donor Management System.
  • Associates or Bachelor’s degree.

This job is part-time (20-28 hours per week) and does not include health benefits. Hours can be set according to successful candidate’s schedule within the parameters of regular office hours (8 am – 5 pm). Occasional longer days, evening and weekend work to support board meetings, special events and other activities.

Must have a valid driver’s license, reliable transportation and proof of insurance.

Position requires being able to lift up to 25 lbs.

Salary $15 per hour.

Contact: Jill Wellner, Recruiter
Phone: 319-233-8473