Administrative Assistant

ArtPhilly’s mission is to uplift and amplify the Philadelphia arts community to a global audience. In 2026, the nation will celebrate its semiquincentennial, and we’ve asked Philadelphian artists to interrogate and explore what that means with our theme of “What Now”. We are planning a vibrant, dynamic, and multidisciplinary festival, and we are seeking a talented, enthusiastic, and art-driven Administrative Assistant to support the smooth operation and execution of our vision.

In this role, you will provide comprehensive administrative support directly to our Project Director, Chair, Curatorial Director, and Executive Assistant, among other staff. You will have the following specific duties:

• Attend all meetings as available and take detailed minutes
• Draft contracts and letters of agreements for contractors’ work with ArtPhilly
• Maintain CRM database of funders and project details on Hubspot
• Work with Executive Assistant in coordinating calendars and scheduling meetings
• Ensuring efficient financial management by collecting contracts, financial forms, and other documents from all contractors
• Maintain an organized system for quick retrieval of above documents
• Routinely communicate with financial co-sponsor to generate budget documents and ensure payments have been made
• Oversee donations and grants received by ArtPhilly in cooperation with CultureTrust
• Generate and submit monthly payroll
• Send out posts for Instagram and MailChimp in conjunction with Content Developer

Your ability to multitask, communicate effectively, and keep a positive attitude will contribute to our overall success.

Must have experience with Google Drive and Instagram. Prior knowledge of Sage/Intacct, MailChimp, Hubspot, and/or PEX is a plus.

Start date is scheduled for October 1st.