Operations Assistant

 

Independence Historical Trust (the Trust) is the nonprofit, philanthropic partner of Independence National Historical Park in Philadelphia—home to iconic sites such as Independence Hall and the Liberty Bell. The Trust exists to protect and share the places, objects, and stories that define America’s founding, ensuring they remain vibrant and accessible for generations to come.

Through fundraising, partnerships, and public engagement, the Trust supports the preservation of historic buildings and collections, expands educational and cultural programming, and helps millions of visitors connect more deeply with the nation’s history. Working side by side with the National Park Service, the Trust plays a hands-on role in stewarding nationally significant resources and bringing history to life for diverse audiences.

Joining Independence Historical Trust means being part of a small, dedicated team that values collaboration, curiosity, and public service while contributing directly to the care and interpretation of one of the most important historic landscapes in the United States.

Position Description

The Operations Assistant supports the day-to-day administrative and operational functions of Independence Historical Trust. Working closely with the Director of Operations and Programs and Outreach Coordinator, this role is essential to maintaining efficient office operations and supporting the Trust’s administrative and programmatic needs.

This position calls for a highly organized, detail-oriented self-starter who can manage multiple priorities with minimal supervision, communicate effectively with internal and external stakeholders, and collaborate across departments. The Operations Assistant must be comfortable handling confidential information, interacting with donors and community supporters, and working in a fast-paced nonprofit environment. This position is on-site and not eligible for remote work.

Position Responsibilities

Office & Administrative Operations

• Serve as the primary point of contact for guests and vendors, providing a welcoming and professional environment.
• Manage the main phone line, respond to inquiries, and route calls appropriately.
• Process incoming and outgoing mail and coordinate package deliveries.
• Maintain organized digital and physical filing systems; prepare copies and materials for meetings.
• Monitor office supply inventory and place orders as needed.
• Manage building/rental calendars, which include meeting space setup and coordination.
• Provide administrative support for board and committee meetings, including RSVPs, materials, and logistics.

Financial & Operations Support

• Handle accounts payable in collaboration with the Director of Operations and the office bookkeeper.
• Log and track invoices, check requests, employee reimbursements, and other financial transactions.
• Monitor invoices through the payment process to ensure timely vendor payments.
• Maintain organized vendor files, including insurance certificates and W-9 forms.
• Prepare and deposit bank funds accurately and promptly.
• Support staff with financial record-keeping and serve as an internal resource on allowable grant expenses.

Programs, Events & Communications

• Assist with organizational events and programs, including logistics, registration, setup, and cleanup.
• Support the Programs and Outreach Coordinator during event execution.
• Assist with volunteer coordination, including tracking volunteer hours and providing on-site supervision as needed.
• Contribute to communications efforts by assisting with the website, monthly newsletter, and social media content.
• Maintain reports on social media performance, website analytics, e-newsletters, and related metrics.
• Maintain and manage the photo archive on SharePoint and respond to photo-related inquiries.

Additional Duties

• Conduct research for special projects and perform other duties as assigned by the Director of Operations.

Qualifications

• Bachelor’s degree in business, communications, museum studies/education, or a related field; equivalent experience will be considered.
• Minimum of two years of experience in nonprofit operations, administrative support, or a related field is preferred.
• Strong organizational skills and exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Strong interpersonal skills and the ability to work collaboratively within a team.
• Experience with financial or administrative systems preferred.
• Familiarity with the Philadelphia nonprofit or cultural landscape preferred.
• Proficiency with Microsoft Office Suite required.
• Experience with tools such as SharePoint, WordPress, Canva, or email marketing platforms is a plus.
• Able to pick up 25 lbs. or more and able to stand, walk/run, sit, stoop, kneel, crouch, reach, and stretch.
• Willingness to learn and adapt to new systems and software platforms.

Additional Information

• Work Schedule:
  • Position is for 40 hours a week, but the schedule is flexible depending on programs and the organization's needs.
  • Some nights/ weekends and holidays will be required

 

• Compensation:
  • Salary will be $45,000 annually plus benefits.

• Benefits:
  • Medical and Dental Insurance
  • 403(b) retirement packages
  • Paid Vacation and sick time, which increase with years of service

 

The work of the Greater Philadelphia Cultural Alliance is made possible through the generous support of committed individuals and institutions.