Administrative Assistant

Job Description

Job Description

ALABAMA JAZZ HALL OF FAME

Job Description – Administrative Assistant

Classification: Full-Time
Salary Range: $36,000 – $40,000 (depending on experience)
Reports To: Executive Director

Position Summary

The Administrative Assistant serves as a positive representative of the Alabama Jazz Hall of Fame (AJHoF) by providing exceptional customer service to visitors and callers while delivering administrative and operational support to staff. This role requires adaptability in a fast-paced environment and the ability to manage a variety of clerical, scheduling, and event coordination tasks.

Essential Functions

• Perform a wide range of clerical, financial, and administrative duties.
• Serve as receptionist for the museum, greeting patrons and answering calls.
• Manage office operations, including maintaining adequate supplies.
• Maintain board manuals, meeting minutes, and presentation materials; send meeting notifications to board members.
• Book and schedule museum tours.
• Maintain and manage event, rental, and organizational calendars.
• Coordinate public lectures, social events, annual banquets, receptions, and other AJHoF-hosted or rental events.
• Assist in the development and execution of AJHoF events and programs.
• Serve as host/hostess at events as needed.
• Manage Square POS system for merchandise, concessions, and ticket sales; maintain accurate inventory and sales records.
• Keep statistics on museum visitors, tours, and rentals.
• Prepare and maintain rental contracts for the Carver Theatre.
• Ensure compliance with safety procedures and monitor for operational issues or hazards.

Other Functions

• Handle ticket sales for scheduled events.
• Work some evenings and weekends for AJHoF events.

Education, Experience, and Skills Required

• Associate degree, bachelor’s degree, or at least 2 years of college; or 1–2 years of relevant administrative experience.
• Proficiency in Microsoft Office (Word, Outlook, Excel), Adobe Acrobat, SharePoint, Zoom, and other applications.
• Strong oral and written communication skills.
• Working knowledge of accounts payable/receivable or retail operations.
• Highly organized, detail-oriented, self-motivated, and professional in appearance and conduct.
• Ability to work independently and as part of a team.
• Skilled at planning, organizing, and prioritizing multiple tasks.
• Comfortable working with diverse audiences and stakeholders.
• Willingness to work on-call as needed.

Alabama Jazz Hall of Fame is an Equal Opportunity Employer
We encourage applicants from all backgrounds to apply.