Administrative Coordinator, President's Office

ABOUT PAFA

Founded in 1805, the Pennsylvania Academy of the Fine Arts (PAFA) is America's first school and museum of fine arts-a national treasure that has shaped the story of American art for over two centuries. Located in the heart of Philadelphia, PAFA serves as both a world-class museum and an innovative art school dedicated to training the next generation of artists.

As PAFA approaches two major milestones-the 150th anniversary of its Historic Landmark Building and the nation's 250th anniversary in 2026 -the institution is experiencing an exciting period of revitalization. The reopening of the Historic Landmark Building will celebrate its restored grandeur and renewed role as a living classroom , exhibition space, and cultural gathering place. Together, these historic moments will reintroduce PAFA as America's original arts hub -a place where creativity, history, and civic pride converge.

PAFA is an Equal Opportunity Employer dedicated to cultivating a diverse and inclusive environment. We welcome candidates whose experiences and perspectives reflect the richness of the communities we serve.

THE OPPORTUNITY

PAFA seeks a strategic, poised, and highly organized Administrative Coordinator to provide executive-level support to the President & Chief Executive Officer and Chief Operating Officer .

This pivotal role ensures the smooth operation of the Office of the President, enabling senior executives to focus on institutional strategy, board engagement, and key initiatives tied to this extraordinary moment in PAFA's history.

The Administrative Coordinator will serve as a trusted partner and representative of executive leadership-balancing diplomacy, confidentiality, and impeccable attention to detail. The ideal candidate is proactive, flexible, and thrives in a fast-paced environment where no two days are alike.

This is a rare opportunity to play a meaningful role in PAFA's leadership team and contribute to its historic transformation as the institution celebrates both its 150th anniversary and the nation's Semiquincentennial.

KEY RESPONSIBILITIES

Office of the President and Chief Operating Officer

Provide comprehensive executive support to the President & CEO and COO, including sophisticated calendar management, prioritizing inquiries and requests, and ensuring alignment across leadership priorities.

Serve as the primary liaison to the Board of Trustees , managing all logistics for meetings, retreats, and events-including scheduling, agendas, taking detailed meeting minutes , preparing materials, and ensuring compliance with bylaws and governance practices.

Draft, edit, and manage high-level correspondence, reports, and presentations reflecting the professionalism and priorities of the Office of the President.

Anticipate information and logistics required for upcoming meetings, events, and strategic initiatives.

Foster effective communication among senior leadership, trustees, donors, staff, and external partners to advance institutional goals.

Represent the President's Office with discretion, diplomacy, and professionalism, ensuring all interactions reflect PAFA's values and reputation for excellence.

Provide support for the President's fundraising, stewardship, and donor engagement activities , in close coordination with institutional leadership.

Maintain confidentiality and a high standard of judgment in handling sensitive matters and relationships.

QUALIFICATIONS & ATTRIBUTES

Bachelor's degree and 5-10 years of experience supporting executive leadership, preferably in a nonprofit, higher education, or arts organization.

Strong organizational and time-management skills, with the ability to handle multiple priorities seamlessly.

Excellent written and verbal communication skills, including experience taking and preparing professional meeting minutes .

Demonstrated ability to exercise discretion, tact, and judgment in handling confidential and sensitive matters.

Highly detail-oriented and capable of anticipating needs before they arise.

Proficiency with Microsoft Office Suite and Google Workspace; experience with Raiser's Edge NXT or similar CRM systems a plus.

A collaborative and adaptable team player who takes initiative and delivers results.

Genuine enthusiasm for PAFA's mission and for contributing to a transformational period in its storied history.

APPLICATION INSTRUCTIONS

Please submit the following materials digitally :

Resume

Cover Letter expressing your interest in the role and alignment with PAFA's mission and upcoming milestones

Please name your files as follows :

LastName_FirstName_Resume

LastName_FirstName_CoverLetter

Due to the volume of applications, only candidates selected for interviews will be contacted. Thank you for your interest in joining PAFA.