Administrative Assistant

Job Description

Job Description

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

POSITION SUMMARY:

The African American Museum in Philadelphia (AAMP) seeks a highly organized and proactive Administrative Assistant to support the Event Rentals department. This role is critical to the museum's day-to-day operations, ensuring seamless coordination across teams, exceptional event execution, and a positive guest experience. It is well-suited for a detail-oriented professional who thrives in a fast-paced, collaborative environment and is eager to grow within event operations and people-focused organizational work.

KEY RESPONSIBILITIES

Administrative and Operational Support

Manage calendars for the Director of Events, including scheduling meetings, coordinating logistics, and preparing agendas
Support internal communication and coordination across departments

Prepare reports, presentations, and meeting materials

Maintain organized digital files and documentation across platforms

Serve as a liaison between Events and other departments to ensure alignment and smooth operations
Support special projects that enhance organizational effectiveness and team experience Events Support
Assist with planning and execution of internal and external events, including special events and signature museum activations
Provide administrative support for vendor payments, coordination, and day-of logistics for special events and signature museum activations
Provide on-site support for major events, including evenings and weekends as needed

Help track event timelines, deliverables, and follow-ups for special events and signature museum activations
Provide administrative support for department meetings, training, and internal initiatives

Assist with the planning and coordination of museum milestone recognitions, staff birthdays, and work anniversary records

QUALIFICATIONS & SKILLS

2--4 years of administrative and/or events experience

Strong organizational skills with exceptional attention to detail

Ability to manage multiple priorities in a fast-paced environment

Excellent written and verbal communication skills

Proficiency in Microsoft Office (Word, Excel, PowerPoint) and familiarity with scheduling and project management tools
Flexibility to support occasional evening and weekend events

Interest in event planning and/or museums as a career path

Strong interpersonal skills and a collaborative mindset

Ability to anticipate needs and problem-solve proactively

Passion for AAMP's mission and community engagement

GROWTH OPPORTUNITY

This role is designed as a pipeline position, offering opportunities for professional development and advancement within Events or Operations, as the organization continues to grow.

Expected hours: 37.5 per week

Flexible work from home options available.