Administrative Assistant

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