American Museum & Gardens
The mission of the American Museum & Gardens (AM&G) is to educate, stimulate, and inspire its visitors to further the understanding of American history and culture. The Museum carries out this mission through the presentation of its historic rooms, its decorative art and folk-art collections, and its special exhibitions, learning programmes, and gardens. Our organisation is the only one of its kind outside the boundaries of the United States. We welcome on average 60,000 visitors a year, most of them British.
It is an exciting time to join the AM&G with a new Director and Chair within the last year and a new strategy focusing on increasing visitor numbers, revenue, and deepening engagement with our audiences. We are looking to continue to grow in the coming years and this role, working closely with Leadership Team and other staff members across AM&G, will play a key supporting role in achieving our goals.
About the Role
This is a full-time, primarily office-based role working Monday to Friday, 9.00am–5.00pm.
Reporting to the Director, the Personal Assistant & Office Manager plays a central role in supporting the effective operation of the Museum. The postholder will provide high-level executive support to the Director, coordinate governance processes for the Board of Trustees, support people and HR administration, and oversee a range of operational and office management activities that ensure the smooth running of the organisation.
The role acts as a key point of contact for Trustees, staff, suppliers and external stakeholders and requires excellent organisational skills, discretion and the ability to manage multiple priorities.
The role has four key areas of responsibility:
- Providing executive and personal assistant support to the Director and support to the Executive Chair and Trustees as required.
- Supporting the Board and Sub-committees through effective governance and administration.
- Coordinating operational administration, internal communications, events and office management
- Taking responsibility for designated people and HR administration, helping to ensure a positive and well-supported workplace culture.
Executive Support
- Provide comprehensive executive and personal assistant support to the Director, including diary management, meeting coordination, travel arrangements, correspondence and administrative support.
- Act as a key point of contact on behalf of the Director, helping to prioritise requests and coordinate follow-up actions.
- Support the Director in the administration and coordination of strategic initiatives, projects and stakeholder engagement activities.
- Provide administrative support to senior leadership team and wider staff if required.
- Provide administrative and project support to Trustees on specific initiatives and bespoke projects as required.
- Work with the Development team to support the planning and delivery of events and activities associated with Director-led initiatives, including cultivation and stakeholder engagement events.
Governance and Board Administration
- Prepare for quarterly Board of Trustees meetings, including coordinating agendas, compiling and distributing Board papers and managing meeting logistics.
- Arrange Board meetings, including venue bookings, video conferencing facilities and attendance coordination.
- Attend Board meetings and accurately record and distribute minutes and actions.
- Support Board Sub-committees, each meeting twice annually, including preparation of papers, meeting arrangements and minute-taking.
- Maintain governance records including Trustee contact details, biographies, declarations, terms of office and committee membership.
- Support good governance practices and ensure compliance with organisational and statutory requirements.
- Liaise with colleagues in the New York office regarding matters relating to the US Board and shared governance activities.
- Assist with Trustee recruitment, induction and ongoing engagement as required.
Operations, Office Management and Internal Communications
- Maintain key organisational records, calendars and schedules to support efficient working practices.
- Act as the primary contact for routine office management matters and liaise with suppliers to ensure smooth day-to-day operations.
- Coordinate and distribute the weekly staff bulletin and operational week list.
- Organise Museum-wide staff meetings and other internal events throughout the year.
- Organise staff social events including summer and Christmas celebrations, leaving events and other staff engagement activities.
- Order office stationery, kitchen supplies and other operational consumables, including coordinating regular deliveries for staff and volunteers.
- Liaise with the Museum's IT support provider on routine administrative matters, including email distribution groups, user access requests and other basic system updates.
- Coordinate catering and hospitality arrangements for internal meetings and events, including liaising with suppliers, arranging logistics, monitoring expenditure and processing related invoices.
- Coordinate the set-up and clear-up of refreshments and hospitality for internal meetings and events, working with colleagues as appropriate.
People and HR Coordination
- Coordinate Board and leadership recruitment administration, including advertising vacancies, scheduling interviews, communicating with candidates and preparing onboarding documentation.
- Organise and coordinate the induction programme for new staff and volunteers.
- Maintain the organisational chart, staff directory and personnel records.
- Manage shared staff resources, ensuring policies, templates and operational documents are current and accessible.
- Coordinate staff training programmes and maintain accurate training records.
- Support the administration of annual review and performance development processes.
- Assist with staff engagement initiatives, including employee surveys and action planning.
- Administer employee benefits schemes, including Health Shield membership and related communications.
- Act as a first point of contact for routine HR and people-related enquiries, referring matters appropriately where required.
General Responsibilities
- Help foster a positive and inclusive workplace culture aligned with the Museum's values.
- Contribute to staff wellbeing, engagement and recognition initiatives.
- Support cross-departmental collaboration and organisational effectiveness.
- Promote and support the charitable aims, mission and values of the Museum.
- Actively contribute to equality, diversity and inclusion across all aspects of the Museum's work.
- Comply with all organisational policies and procedures, including health and safety, safeguarding, data protection and confidentiality requirements.
- Maintain the highest standards of professionalism and discretion.
- Undertake any other duties reasonably required that are consistent with the nature and level of the role.
Benefits for working at the American Museum include:
- 20% discount on purchases in our Deli and 10% discount in our shop
- Free parking
- Free entry to the Museum for you and your immediate family, and 6 guest passes
- 25 days annual leave plus bank holidays
- Wellbeing programme (free weekly yoga classes)
- Pension Scheme 8% (4% Museum, 3% personal contribution, & 1% from government
- Healthshield Membership.
- First Bus Commuter Travel Club.
- Additional benefits through local partners.
Personal specification
Essential:
- Exceptional written and verbal communication skills
- Good under pressure and able to multitask
- Ability to work autonomously, exercising initiative
- Excellent organisational skills and strong attention to detail
- Ability to plan and prioritise a demanding workload and meet deadlines
- Experience of recording meeting minutes
- Strong interpersonal skills, able to relate effectively and appropriately to a wide range of people
- Fully conversant with Microsoft Outlook, Office, Word and Excel
- Previous experience in administration or secretarial work
Desirable:
- Previous experience working within an arts/heritage organisation/cultural sector
- Experience of working with a CRM database
- Knowledge or training of GDPR compliance requirements
Other information
The American Museum & Gardens is committed to safeguarding and promoting the welfare of children, young people, and vulnerable adults, and expects all staff members to share this commitment. This role may be subject to a basic Disclosure and Barring Service (DBS) check. If called for interview you will be asked to disclose details of any convictions which are not yet spent. The American Museum & Gardens is an equal opportunities employer.
To apply
To apply please send a CV and covering letter outlining how you meet requirements of the role, together with a completed Equal Opportunities Monitoring Form to [email protected] or by post to The American Museum & Gardens, Claverton Manor, Bath BA2 7BD. Closing date for applications: Midnight on 6th July 2026
Pay: £28,000.00 per year
Benefits:
- Company pension
- Cycle to work scheme
- Employee discount
- Free parking
- Health & wellbeing programme
- On-site parking
Work Location: In person
