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

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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.