Office Manager

Quincy Mine Hoist Association

Operations/Business Manager

Revised: January 2026

Position Summary:

The Quincy Mine Hoist Association (QMHA) depends on effective administrative support to advance its missions of preservation, interpretation, and public engagement. The Office Manager provides essential day-to-day operational support, helping ensure that the organization’s administrative functions run smoothly and efficiently.

Working closely with the Executive Director, this role manages core office operations, supports staff and Board activities, and assists with financial and organizational recordkeeping. The position requires strong organizational skills, attention to detail, and the ability to balance multiple priorities. The Office Manager serves as a key internal resource, helping maintain clear communication, accurate documentation, and a professional administrative environment that supports QMHA’s staff, volunteers, and partners.

This position is well-suited to a self-motivated individual who works independently, maintains confidentiality, and is committed to supporting a mission-driven non-profit organization focused on public history, preservation, and community engagement.

Primary Responsibilities:

• Provide general administrative support to the Executive Director and QMHA staff
• Manage office operations, including scheduling, correspondence, and supply ordering
• Maintain organized and accurate digital and physical records, including contracts, policies, and historical documentation
• Serve as a point of contact for internal communications, vendors, and partner organizations
• Assist with financial administration, including invoicing, expense tracking, deposits, and coordination with bookkeeping or accounting services
• Support payroll processing and staff documentation, as needed
• Prepare materials for Board of Directors meetings, including agendas, packets, and minutes
• Assist with compliance and reporting requirements related to non-profit operations
• Coordinate logistics for meetings, trainings, and special events
• Support grant administration and donor recordkeeping, as assigned
• Uphold confidentiality and maintain professional standards in all administrative activities
• Perform additional administrative duties in support of QMHA’s mission as needed

Qualifications:

• Education:
• Minimum: Associate’s Degree in Business Administration or related field
• Preferred: Bachelor’s degree or comparable experience in accounting, finance, or business administration
• Skills and Experience: 
• Preferred: Previous experience in an office management, administrative, or administrative support role
• Preferred: Experience working in a non-profit organization, museum, historical site, or mission-driven organization
• Strong organizational and time-management skills, with the ability to manage multiple tasks and priorities independently
• Excellent written and verbal communication skills
• Proficiency with standard office software (Microsoft Office etc.) 
• Familiarity with recordkeeping, document management, and confidential file handling
• Preferred: Comprehensive QuickBooks knowledge and experience
• Strong attention to detail and accuracy in administrative and financial tasks
• Professional demeanor with the ability to interact effectively with staff, Board members, vendors, and community partners
• Ability to maintain confidentiality and exercise sound judgment
• Interest in or appreciation for public history, historic preservation, or community engagement
• Reliable availability during agreed-upon work hours, with some flexibility as organizational needs require
• Physical:
• Valid driver’s license and ability to operate a motor vehicle.

Additional Requirements:

• A background check will be conducted prior to onboarding due to access to sensitive materials or site security needs.