Executive Assistant, Facilities and Operations

Philadelphia Museum of Art; Philadelphia (Philadelphia County); On-site; USD 47,000 - 57,000; Full time

Benefits offered by this job

Free general museum admission for you

Discounted guest tickets

Discounts on gift memberships

Staff tours and presentations

Discounts at restaurant, cafés, and sh

Museum employee benefits package

Job summary

The Philadelphia Museum of Art is seeking an Executive Assistant to provide administrative support to the Senior Director of Facilities and Operations, the Director of Protection Services, and the F&O and Protection Services divisions. The role requires confidentiality, discretion, diplomacy, and the ability to work in a high‑volume office.

Responsibilities include processing invoices, managing purchase orders, coordinating meetings, and overseeing the F&O work order system.

Qualifications

• Bachelor’s degree or equivalent relevant work experience.
• Basic knowledge of construction contracts, change orders and contract management.
• Organizational and business administration skills with Word, Excel and PowerPoint.
• Budget and accounting administration and general office management.

Responsibilities

• Execute accounting duties including processing invoices and credit card expenses.
• Prepare and track purchase orders and change orders.
• Provide administrative support to senior leaders and F&O departments.
• Manage F&O work order system and meeting logistics.
• Coordinate and schedule in-person and virtual meetings and prepare agendas.

Skills

Administration

Word processing

Excel

PowerPoint

Budgeting

Contract management knowledge

Education

Bachelor’s degree in business or related discipline

Equivalent relevant work experience

Tools

Ramp

Job description

We Are Committed to an Inclusive Workplace

At the Philadelphia Museum of Art, we actively seek to employ a diverse group of people who embody our organizational values. We welcome and encourage individuals of all backgrounds to apply, especially those from marginalized and underrepresented groups in the museum field, who are inspired by our shared purpose and enjoy working collaboratively with others.

We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship or immigration status, color, disability, ethnicity, familial status, gender identity and/or expression, genetic information, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other protected status.

How You Will Contribute

The Executive Assistant provides administrative support to the Senior Director of Facilities and Operations, the Director of Protection Services, as well as the entire Facilities and Operations (F&O) and Protection Services divisions. This individual works closely with all F&O and Protection Services departments, other museum staff, and third‑party vendors including maintenance and janitorial services. The position requires confidentiality, discretion, diplomacy, and the ability to perform in a high‑volume, fast‑paced office environment with minimal supervision.

Specifically, you will:

• Execute accounting duties including processing invoices and credit card expenses.
• Prepare and track purchase orders and change orders.
• Provide administrative support to the Senior Director of Facilities and Operations and F&O departments including maintenance, construction, capital projects, janitorial, protection services, and exhibition design, as well as the Director of Protection Services.
• Manage F&O work order system.
• Assist with coordinating F&O needs for museum events.
• Coordinate and schedule in-person and virtual meetings.
• Prepare meeting agendas, and record and distribute meeting minutes. Reserve meeting rooms and arrange for necessary conference call information.
• Manage the bi-weekly water delivery, order break room and stationery supplies.

Perform other duties as assigned.

Your background and experience include:

• Bachelor’s degree in business or related discipline or equivalent relevant work experience.
• Basic knowledge of construction contracts, change orders, and contract management.
• Knowledge of Ramp financial software platform is preferred.
• Organizational and business administration skills, including word processing (Word), spreadsheet (Excel) and presentation (PowerPoint) computer software, budget and accounting administration, and general office management.

Position and Compensation Details

• The salary for this position is $52, 000.
• This position is Full-Time, Exempt, and 35 hours per week.
• This position reports to Senior Director of Facilities and Operations
• Physical requirements:
  • Able to remain stationary for extended periods of time, to utilize computers and other office equipment required of this job, to perform physically administrative duties in a typical interior office environment, gallery, or exhibit space, and to access most public and staff areas of the museum campus
• Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

Institutional Requirements

• Upholds the professional standards of the field, always acts in a manner that is consistent with the best interests of the museum and protects and enhances its reputation and standing within the community of museums.
• Adheres to the museum’s code of ethics and Employee Handbook and avoids any real or perceived conflicts of interest.
• Shows respect for co-workers and visitors and an understanding of and appreciation for the diversity of the museum’s staff, volunteers, and audiences.
• Maintains confidentiality.
• Adheres to all museum protocols, procedures, rules, and policies.

Application Timeline

Applications will be reviewed on a rolling basis. We encourage candidates to apply early as the position will close once we have a robust applicant pool or a candidate has been selected.

What We Offer

• Free general admission to the museum for you and your immediate family
• Discounted guest tickets for admission
• Discounts on gift memberships
• Special staff tours and presentations from our curatorial and conservation teams
• Discounts at the museum restaurant, museum cafés, and museum retail and online stores

We offer a comprehensive benefits package for employees including:

• Medical, dental, and vision benefits
• Fully paid short-term disability insurance, long-term disability insurance, and life insurance
• Health savings or flexible spending account program
• Retirement savings program with museum match
• Paid vacation, personal days, sick days, and holidays

*Eligibility for certain benefits is based on a variety of factors including the employee’s regular schedule and tenure.