Company Info
Vizcaya Museum and Gardens
3251 South Miami Ave
Miami, CO, United States

Phone: 305-860-8450
Web Site:

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Company Profile

Finance Division Administrative Assistant


Job ID:



Miami, CO, United States


Administrative Support


per hour

Job Views:


Zip Code:


Employment Type:

Full time



Job Description:

Position Summary
The position provides general administrative support to the Business Office Team and Deputy Director for Finance and Administration.  As a key member of the Finance and Administration Division, this position will participate in planning and supporting the various activities of the division, which may include assisting with financial, accounting, budgeting, procurement and other general administrative support functions.
Essential Functions
  • Provides general administrative support to the Business Office Team and Deputy Director for Finance and Administration
  • Engages with vendors and manages all aspects of commercial photography bookings and payment processing
  • Data entry and data reconciliation as needed by the department
  • Assists with procurement functions and engages with vendors as may be required
  • Assists with account payable and receivable processing and related filing
  • Keeps track of office supplies for the Business Office and orders same as required
  • Manages daily museum mail distribution
  • Performs general administrative responsibilities such as scheduling appointments and meetings, preparing correspondence, organizes files, creates mailing lists for various mailings etc.
  • Completes special projects and prepares reports as assigned
Competency or position requirements
Basic knowledge of business concepts and office procedures. Excellent written and verbal communication skills required. Must be highly organized and detail oriented with the ability to prioritize and successfully meet deadlines.  Good customer service skills and the ability to interact well with other departments, vendors and the public at large.  Must be able to effectively handle multiple projects simultaneously in a deadline driven environment.
Work Environment/Physical Demands
Mostly office environment; largely a sedentary role, sitting most of the day in front of a computer, except when managing mail distribution and/or assisting with events and other misc. tasks.  Ability to lift 30 lbs.   
Position Type/Expected Hours of Work
This is a full time position with limited evening and weekend work
Job Requirements (Education, Experience, Certification)
Education and Experience
Associate degree and two year work experience or 5 years’ experience working as an administrative assistant is required. Advanced knowledge of Microsoft Office Suite and experience using database systems is highly desirable.
Certification Required
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Job Requirements:

To Apply:
Please submit a cover letter and resume to:
Vizcaya Museum and Gardens is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, national origin, pregnancy, age, disability, marital status, familial status, sexual orientation, gender identity or expression, status as a victim of domestic violence, dating violence or stalking, protected veteran status or other characteristics protected by law.
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