Operations Coordinator

International African American Museum; Charleston (SC); On-site; USD 42,000 - 56,000; Full time

Job summary

The International African American Museum (IAAM) is seeking an organized Operations Administrative Assistant to support the Operations Leadership Team, manage supply needs, document work, and assist with special projects. You will prepare meeting materials, arrange travel as needed, maintain office supplies, coordinate meetings, and help with reports.

The role requires at least 2 years of administrative or operational support experience, strong communication skills, and the ability to handle

Qualifications

• Minimum of 2 years of administrative, office coordination, or operational support experience preferred.
• Experience supporting leadership teams in a professional office environment is preferred.

Responsibilities

• Provide administrative support to the Operations Leadership Team when needed.
• Prepare meeting materials, agendas, presentations, and reports.
• Assist with travel arrangements and expense reporting when required.
• Coordinate special orders and operational resource requests as needed.
• Manage and maintain office supply inventory for the Operations Department.
• Research, order, and track office supplies, equipment, and other departmental purchases.
• Ensure office areas, conference rooms, and shared workspaces are organized and adequately supplied.
• Assist with special projects and initiatives across the Operations Department.
• Coordinate with vendors and internal departments to fulfil operational requests.
• Support departmental events, training sessions, and team meetings.
• Provide general support to Operations Leadership as business needs arise.
• Help identify and implement administrative process improvements to increase departmental efficiency.

Skills

Organizational skills

Time-management

Verbal communication

Written communication

MS Office Suite

Outlook

Word

Excel

PowerPoint

Prioritization

Multitasking

Attention to detail

Confidentiality

Professional judgment

Customer service

Interpersonal skills

Independent and collaborative work

Tools

Microsoft Office Suite

Outlook

Word

Excel

PowerPoint

Job description

As a member of the International African American Museum’s (IAAM) Operations Department,you will be responsible for providing administrative, organizational, and operational support to the Operations Division. This role serves as a key resource for the Operations Leadership Team by managing departmental supply needs, assisting with documentation, and supporting special projects. The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced environment.

ESSENTIAL DUTIES

Office Administration:

• Manage and maintain office supply inventory for the Operations Department.
• Research, order, and track office supplies, equipment, and other departmental purchases.
• Coordinate special orders and operational resource requests as needed.
• Ensure office areas, conference rooms, and shared workspaces are organized and adequately supplied.

Administrative Support:

• Provide administrative support to the Operations Leadership Team when needed.
• Prepare meeting materials, agendas, presentations, and reports.
• Assist with travel arrangements and expense reporting when required.

Operations Support:

• Assist with special projects and initiatives across the Operations Department.
• Coordinate with vendors and internal departments to fulfil operational requests.
• Support departmental events, training sessions, and team meetings.
• Provide general support to Operations Leadership as business needs arise.
• Help identify and implement administrative process improvements to increase departmental efficiency.

Documentation and Reporting:

• As Ensure documents are accurate, professional, and comply with company standards.
• Support document control and distribution processes for operational communications.
• Maintain department records and track key operational information as directed.

Experience and Qualifications:

• Minimum of 2 years of administrative, office coordination, or operational support experience preferred.
• Experience supporting leadership teams in a professional office environment is preferred.

Knowledge, Skills, & Abilities:

• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Ability to prioritize tasks and manage multiple projects simultaneously.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality and exercise professional judgment.
• Excellent customer service and interpersonal skills.
• Self-motivated with the ability to work independently and collaboratively.

Physical Requirements:

• Prolonged periods standing, sitting, and walking
• Must be able to bend, kneel, squat/stoop to perform tasks
• Must be able to lift 25 pounds at times

Other duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Work authorization/security clearance requirements:

The desired candidate must be eligible to work in the United States. IAAM does not provide sponsorship.

EEO Statement:

The International African American Museum provides equal employment opportunities to all employees and applicants for employment without regard to race, color, creed, ancestry, national origin, citizenship, sex or gender (including pregnancy, childbirth, and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, religion, age, disability, genetic information, service in the military, or any other characteristic protected by applicable federal, state, or local laws and ordinances. Equal employment opportunity applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation, and training.