Administrative Assistant

AFRICAN AMERICAN MUSEUM IN PHILA•Philadelphia, PA

3d•Hybrid

About The Position

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.

Requirements

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
Strong interpersonal skills and a collaborative mindset
Ability to anticipate needs and problem-solve proactively
Passion for AAMP's mission and community engagement

Nice To Haves

Interest in event planning and/or museums as a career path

Responsibilities

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