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.

 

•         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

 

 

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.