Administrative Assistant

AFRICAN AMERICAN MUSEUM IN PHILA; Philadelphia (Philadelphia County); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

401(k)

Dental insurance

Health insurance

Paid time off

Vision insurance

Job summary

A cultural institution in Philadelphia is seeking a highly organized Administrative Assistant for its Event Rentals department. The role focuses on supporting day-to-day operations, event execution, and guest experiences. Ideal candidates have 2-4 years of experience in administrative or event roles, with strong organizational and communication skills. This position offers opportunities for professional growth and flexible work options, making it suitable for those eager to grow within event operations and organizational work.

Qualifications

• 2-4 years of administrative and/or events experience.
• Ability to manage multiple priorities in a fast-paced environment.
• Flexibility to support occasional evening and weekend events.

Responsibilities

• Manage calendars for the Director of Events.
• Assist with planning and execution of internal and external events.
• Provide on-site support for major events.

Skills

Organizational skills

Attention to detail

Verbal communication

Written communication

Microsoft Office proficiency

Interpersonal skills

Time management

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.