Digital Administrative Assistant at Minnesota Historical Society

Saint Paul, Minnesota, United States -

Full Time

Start Date

Immediate

Expiry Date

17 Sep, 26

Salary

24.96

Posted On

19 Jun, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

CRM Management, Project Coordination, Data Governance, HubSpot, Asana, Technical Documentation, SOP Creation, Data Cleanup, Stakeholder Communication, Time Management, Problem Solving, Written Communication, Oral Communication, Organizational Skills, Multitasking, Project Tracking

Industry

Museums;Historical Sites;and Zoos

Description

JOB TITLE: Digital Administrative Assistant LOCATION: History Center - 345 W Kellogg Blvd., St. Paul, MN 55102 COMPENSATION: Typical starting range $19.97 - $24.96 hourly STATUS & HOURS: This is a part-time, temporary position of approximately 25 hours weekly/5 hours daily through January 31, 2027. This is a hybrid position with Tuesdays and Thursdays in the office and up to 3 days remote. Work hours can flex but should align with core hours of approximately 8AM-5PM. Ideally, the candidate would be starting July 20th, 2026. BENEFITS: Eligible to participate in a retirement program with employer contribution. Generous vacation and sick time accruals. DESIGNATION: Temporary POSTING DATE: June 18, 2026 DEADLINE DATE: July 2, 2026 TO APPLY: Interested applicants must apply online at the Minnesota Historical Society’s career center at www.mnhs.org/jobs [http://www.mnhs.org/jobs] and include a resume and cover letter by the application deadline date. ---------------------------------------- DESCRIPTION: The Digital Administrative Assistant provides critical tactical and administrative support to the Marketing Operations unit during a major CRM stabilization, optimization, and data governance project. Reporting directly to the Head of Marketing Operations, this role serves as a key coordinator bridging administrative traffic control, data cleanliness, and project documentation. The ideal candidate will help manage vendor-partner communication logs, execute targeted data cleanup initiatives within HubSpot, maintain project sprint boards, and ensure that standard operating procedures are clearly documented. This is a fast-paced, detail-oriented role designed to keep cross-functional technical teams, department stakeholders, and external partners aligned and on schedule. SUMMARY OF WORK: 1) Data Governance: managing record deduplication, executing targeted data cleanup projects, and performing manual record verification; 2) Project Coordination: managing traffic control for project management boards, attending external partner/vendor alignment meetings, Scheduling and coordinating technical sprint reviews, actively following up with internal department leads and technical staff to ensure deliverables are submitted according to the project timeline, and maintaining a central repository of all contract revisions, technical scopes, change requests, and vendor communication histories; 3) Operational Efficiency: drafting project briefs, technical requirement outlines, and process proposals for review by leadership, assigning and routing Asana tasks according to the project's active work plan, compiling and managing regular project status reports, creating comprehensive SOPs, process workflows, and user-facing knowledge base articles in HubSpot to improve post-launch system adoption, and coordinating with departmental teams to ensure training materials are updated only with fully tested, finalized system configurations, preventing premature rollouts. MINIMUM QUALIFICATIONS: * Bachelor’s degree in marketing, communication, journalism, or business, or equivalent experience * Two years of experience working with a CRM * Experience managing projects, using project management software (like Asana or Trello), and working with deadlines DEMONSTRATED SKILLS IN OR KNOWLEDGE OF: * Ability to think creatively, problem solve, and bring innovative solutions * Ability to multitask in a deadline-driven environment * Ability to work independently and in a group setting * Exceptional written and oral communication skills * Exceptional organizational skills DESIRED QUALIFICATIONS: * Experience and familiarity with HubSpot ---------------------------------------- Should you have questions with the application process, email humanresources@mnhs.org [humanresources@mnhs.org] or call MNHS Job Line at 651-259-3181. At MNHS, we don’t just accept difference — we celebrate it, we support it, and we thrive on diversity for the benefit of our employees, our products and services, and our community. The Minnesota Historical Society believes that an inclusive culture among our team members is critical to our success as a historical society and museum, and we seek to recruit, develop and retain the most talented people from a diverse candidate pool. The Minnesota Historical Society is proud to be an equal opportunity workplace and employer.

Responsibilities

Provides tactical and administrative support for a CRM stabilization and data governance project. Responsibilities include managing data cleanup in HubSpot, coordinating project sprint boards, and documenting standard operating procedures.