Office Manager & Event Coordinator
National Navy SEAL Museum Fort Pierce, Florida
Employment Type: Full-Time, Onsite. This is not a remote position. Civilian position.
About the Organization
The National Navy SEAL Museum is dedicated to preserving the history and honoring the heritage of Navy SEALs and their predecessors. Located in Fort Pierce, the birthplace of Navy Frogmen training, the Navy SEAL Museum Fort Pierce welcomes visitors from around the world and provides a meaningful and educational experience for all who enter.
Position Summary
The Office Manager and Event Coordinator serve as the central administrative support professional for the National Navy SEAL Museum, ensuring the efficient day-to-day operation of the Museum's office functions while coordinating a variety of fundraising, educational, and community events. This position is responsible for administrative processes, donor and membership management, event logistics, travel coordination, records management, and operational support across multiple departments.
Acting as a key point of contact for staff, volunteers, donors, vendors, and visitors, the Office Manager and Event Coordinator play a vital role in maintaining organizational efficiency, supporting fundraising initiatives, and delivering exceptional experiences for Museum guests and event participants. The position requires strong organizational skills, attention to detail, discretion in handling confidential information, and the ability to manage multiple projects simultaneously in a fast-paced nonprofit environment.
The ideal candidate is highly organized, service-oriented, technologically proficient, and capable of balancing administrative responsibilities with event coordination duties while representing the Museum with professionalism and enthusiasm.
Key Responsibilities
Financial and Administrative
· Count and balance daily deposits from the Front Desk and Gift Shop
· Prepare and reconcile daily bank deposits
· Photograph each deposit prior to bank submission and forward records to Finance
· Complete weekly bank deposits
· Process credit card authorizations and payments
· Process checks through remote deposit scanner
· Maintain financial records and supporting documentation
· Assist with accounts receivable and donor payment tracking
· Coordinate invoice collection and routing for approval
· Maintain office filing systems, both electronic and physical Donor and Membership Management
· Create and distribute donor acknowledgment letters
· Process and manage museum memberships
· Administer Memorial Brick program orders and records
· Enter and maintain donor records in CRM database
· Manage donor recognition displays and electronic donor boards
· Process tribute gifts, memorial gifts, and special donor requests
· Ensure donor records remain accurate and up to date
· Generate donor and membership reports as requested Mail and Records Management
· Receive, sort, copy, scan, and distribute incoming mail
· Maintain electronic records of all correspondence
· Manage document retention and archival procedures
· Coordinate outgoing mail and shipping needs Event Operations and Support
· Serve as Event Travel Coordinator for staff and special guests
· Coordinate SEAL and volunteer participation for events
· Manage event registrations, ticket sales, and attendee communications
· Coordinate silent and live auction administration
· Provide on-site and remote event support
· Maintain event databases and attendee records
· Process event sponsorship payments and documentation
· Assist with event logistics, vendor coordination, and post-event reporting Technology and Systems Administration
· Serve as point of contact for website event pages, ticketing platforms, online auctions, and payment systems
· Manage remote point-of-sale (POS) systems for off-site events
· Maintain office equipment and coordinate service requests
· Assist with software subscriptions and user access management
· Support database integrity and reporting functions Museum Operations
· Assist with Front Desk and Gift Shop operations as needed
· Coordinate office supply inventory and purchasing
· Manage staff and volunteer scheduling support
· Maintain operational procedures and office manuals
· Support museum leadership with administrative projects and special assignments
· Assist with firearms inventory records and compliance documentation as Assistant FFL Manager
· Coordinate visitor inquiries and direct communications to appropriate departments as needed
· Support museum fundraising initiatives and membership campaigns
· Maintain confidentiality of donor, financial, and personnel information
· Serve as liaison between museum departments, vendors, volunteers, and external partners
Schedule Requirements
Full-time: 9:00 AM – 4:00 PM, five days/week. This is a full-time, onsite position. This is not remote position. Flexibility to work weekends, holidays, and occasional evening events is required to support Museum operations and special programs.
Qualifications and Skills
Associate's degree or higher preferred; equivalent experience considered.
Minimum two years of experience in volunteer management, nonprofit administration, community engagement, customer service, event coordination, or a related field preferred.
Experience working with volunteers, veterans, nonprofit organizations, or museums is highly desirable. Excellent interpersonal, communication, and relationship-building skills.
Strong organizational and time-management abilities.
Ability to manage multiple schedules, priorities, and deadlines. Proficiency in Microsoft Office.
Ability to work independently and collaboratively within a team environment.
Professional demeanor when interacting with volunteers, docent, visitors, donors, and community partners.
Ability to maintain confidentiality and exercise sound judgment.
Physical Requirements
Regularly required to sit, stand, walk, and talk for extended periods.
Frequently required to use hands and arms to operate office equipment and perform administrative tasks. Occasionally required to lift, carry, or move materials weighing up to 40 pounds.
Ability to assist with event setup, breakdown, and outdoor activities as needed.
Work Environment
Work is performed in a combination of office, museum galleries, event, and outdoor settings. Moderate noise levels typical of a museum and public attraction environment.
Position requires occasional evening and holiday to support events and volunteer and docent coverage. This position requires weekend work as needed.
This is not a remote position.
The National Navy SEAL Museum is an equal opportunity employer.
Pay: $50,000.00 - $60,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
