Museum Admin & Events Coordinator

okgov; Oklahoma; On-site; USD 41,000 - 50,000; Full time

Job summary

The Administrative Assistant at OKPOP Museum in Tulsa provides day-to-day administrative and operational support, helping the museum run smoothly while supporting exhibitions, events, partnerships, and internal projects.

Reporting to the Executive Director and Museum Operations Manager, the role handles calendars, purchasing, travel, filing, and project tracking in a fast-paced museum environment; strong organization, customer service, and communication are essential.

Qualifications

• Associate's degree in Business Administration, Office Administration, Communications, or a closely related field.
• Demonstrated experience providing administrative or office support in a professional environment.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
• Clear, professional written and verbal communication skills.
• Proficiency with Microsoft Office.

Responsibilities

• Manage calendars, schedule meetings, and coordinate conference room reservations.
• Prepare correspondence, reports, meeting agendas, minutes, and other administrative documents.
• Answer phones, respond to inquiries, and provide professional customer service to visitors, partners, and vendors.
• Maintain organized digital and physical filing systems.
• Coordinate travel arrangements and prepare related documentation.
• Order office supplies and maintain inventory for administrative needs.
• Prepare purchase requests and supporting documentation for submission through agency processes.
• Track purchase requests, invoices, reimbursements, and related paperwork.
• Assist with travel requests and expense reimbursement documentation.
• Maintain organized financial records and administrative files.
• Perform routine data entry and recordkeeping to support museum operations.
• Receive deliveries, distribute mail, and assist with general office operations.
• Coordinate meeting logistics and provide administrative support for internal committees and working groups.
• Assist with vendor communications and scheduling.
• Support project tracking by maintaining timelines, task lists, meeting schedules, and project documentation.
• Prepare project materials, reports, and shared files as directed.
• Assist with logistics for museum events, meetings, and public programs.
• Coordinate hospitality for meetings, visiting partners, donors, and guests.
• Support facility rental scheduling and related administrative paperwork.
• Prepare event materials and assist with event setup as needed.
• Serve as a welcoming and professional point of contact for visitors, partners, and community organizations.

Skills

Administrative experience

Organizational skills

Communication skills

Microsoft Office

Education

Associate's degree or equivalent experience in Business/Office Administration

Job description

The Administrative Assistant at OKPOP Museum in Tulsa provides day-to-day administrative and operational support, helping the museum run smoothly while supporting exhibitions, events, partnerships, and internal projects.

Reporting to the Executive Director and Museum Operations Manager, the role handles calendars, purchasing, travel, filing, and project tracking in a fast-paced museum environment; strong organization, customer service, and communication are essential.