Programs Assistant

Position available:
Programs Assistant (CDI, 20-hours, Tues- Thurs/Fri)

Start date: ASAP (ideal start date 15 October)

Applications reviewed on a rolling basis—apply early.

Organization

Founded in 1920, we are the largest English-language lending library on the Continent, welcoming 80 000+ visitors each year. A non-profit under French association loi 1901 and U.S. 501(c)(3) status, we rely on philanthropy to fuel 100 000 circulating items and 200+ literary and cultural programs annually.

Position Information

The Programs Assistant is a CDI position. The role assists in logistics during the Library's programming season and offers hands‑on experience supporting the planning and delivery of the Library’s literary and cultural events, audience engagement, event production, communications strategy, and the day‑to‑day operations of a dynamic cultural institution.

The position offers some remote flexibility, though on‑site work is required, particularly for evening events and book sales (17:30-21:15). Availability for occasional weekend and evening work may also be required for special events; advance notice will be provided. The role reports to the Cultural Programs Coordinator and is 20 hours per week to start, with the possibility of increasing hours in 2027.

Responsibilities

• Provide administrative and logistical support for the Library’s Evening with an Author series and related cultural programming.

• Work closely with the Programs team and the Curator of Cultural Programs to assist in all stages of event production, from author booking and pre‑event planning to on‑site execution and post‑event follow‑up, using Asana and other project management tools.

• Liaise with authors and publicists to collect publicity materials; write and edit event copy for the website, newsletter, and social media posts and ads.

• Create and manage event pages, registration forms, sign‑up lists, and reminder emails.

• Support marketing and outreach efforts in collaboration with Communications and Development teams.

• Coordinate book sales and signings, working closely with the Library’s partner bookstore to place orders, organize deliveries, and manage returns.

• Oversee on‑site book sales during events and manage post‑event reconciliation, receipts, and accounting.

• Ensure smooth A/V operations and coordinate event photography and video documentation.

• Book and manage freelance photographers and A/V technicians; prepare and organize all technical materials in advance.

• Assist with internal reporting, including submission processes, payment tracking, and program statistics.

• Monitor programs inbox for incoming event and partnership proposals.

• Approve new constituents on CRM for event sign‑ups on a daily basis

What You Bring

• Professional, reliable, and comfortable representing the Library in communications with authors, publicists, and partners

• Highly organized, with strong attention to detail and the ability to manage multiple deadlines

• Able to think systematically and follow established processes

• Clear and confident written and verbal communication skills in English; working French

• Discreet and trustworthy when handling sensitive information

• Comfortable working both independently and as part of a small team

• Comfortable building drag‑and‑drop or basic HTML emails (similar to Mailchimp).

• Basic design skills; experience creating visuals assets on Canva or the like.

• Experience with a CRM (and willing to train on Raiser’s Edge NXT, our CRM) and Asana (or similar project management tool).

Our workplace values, compensation, and benefits

At the American Library in Paris, we value being professional, productive, positive, patient, adaptable, inclusive, and team‑focused. The American Library in Paris is committed to diversity, equity, and inclusion