Senior Administrative Assistant and Project Coordinator

Job Description:

Position Title: Senior Administrative Assistant and Project Coordinator

Position Type: Full-Time

FLSA Classification: Non-Exempt 

Division: Executive 

Department: Administration

Reports to: Chief Development Officer 

Compensation Range: $18.84 - $28.26

Date Reviewed: 12.10.2024 

 About Crystal Bridges & The Momentary:

Crystal Bridges is a museum of American art located in Bentonville, Arkansas. We explore the unfolding story of America by actively collecting, exhibiting, interpreting, and preserving outstanding works that illuminate the American heritage and artistic possibilities. Founded by Alice Walton in 2005, the museum opened in 2011 and is a public, non-profit charitable organization with free admission.

The Momentary is a new contemporary art space that opened to the public on February 22, 2020, in downtown Bentonville, Arkansas. A satellite to Crystal Bridges, the Momentary presents visual, performing, and culinary arts. The mission of the Momentary is to champion contemporary art’s role in everyday life and explore the unfolding story of contemporary American arts in an international context by actively commissioning and exhibiting outstanding works that explore new ideas and inspire action.

Position Summary:

The Senior Administrative Assistant and Project Coordinator position is the ideal role for an individual who enjoys working with people in a fast-paced environment, coordinating multiple projects while ensuring accuracy and attention to detail, and providing personalized and professional customer service to both internal colleagues and external constituents. They are responsible for general executive, administrative, clerical and writing support, and project management for the Chief Impact Officer.

Duties of this position are complex in nature, requiring considerable discretion in the handling of confidential information and sensitive matters; and the ability to work proactively to balance multiple tasks.

Principal Responsibilities:

• Provide high-level administrative support by handling information requests, answering and directing phone inquiries, and performing functions such as preparing correspondence, receiving visitors, arranging calls and meetings, maintaining files, completing expense reports, and writing, formatting, and proofreading materials.
• Support the Chief Impact Officer in donor portfolio management using Tessitura (constituent relationship management system) by recording donor strategy plans, recording reports of contact, and supporting the execution of timely action plans.
• Assist in ensuring proper acknowledgement, recognition, and stewardship of donors; develop drafts of solicitation materials, proposals, gift agreements, and related correspondence; work in collaboration to prepare reports and prospect research materials.
• Using the museum’s style guidelines and in coordination with Creative Services, create graphic designs for proposals, presentations, information sheets, and reports for Chief Impact Officer.
• Arrange travel, accommodation, itineraries, and all correspondence related to arrangements as needed.
• Manage calendar including appointments and timely confirmations and notifications. Establish appointment priorities or reschedule appointments or invitations using considerable judgment and discretion.
• Prepare reports, presentations, and correspondence for meetings, as needed.

• Establish systematic formats and procedures for interoffice and external communication, including an organized and accurate file system, both digital and physical as needed.
• Coordinate special projects aligning with the work of the Chief Impact Officer.
• Help create, track, process, and regularly review departmental budget(s).
• Serve as part of an executive administrative team providing back-up as needed to other support staff and executives.

Qualifications and Skills:

Minimum Qualifications

Education, Training, Traits:

• Working knowledge of generally accepted office management procedures and practices or specialized training.
• Highest ethics as they relate to all aspects of business and museum practices.
• Ability to understand and maintain the highest levels of confidentiality.
• Enthusiasm about being a member of a team operating a major art museum with a strong visitor-centered community dynamic.
• Very flexible and helpful; occasional evening and weekend hours are required. Serves in an “on-call” capacity to respond to urgent email or phone requests as needed.

Work Experience:

• Minimum of five years relevant administrative experience; nonprofit experience preferred.
• Experience with presenting and supporting PowerPoint presentations (projectors, etc.) and slide presentation equipment, etc. required.
• Basic finance and budgeting experience preferred.
• Project management experience required.

Licenses and Certifications:

• Valid driver’s license with clean driving record required. Willing and able to travel locally to assist with special events and meetings as needed.

Skills and Abilities:

• Ability to type at least 55 wpm with accuracy.
• Proficiency in the use of Microsoft Office applications to include Outlook, Word, Excel, Access, and PowerPoint; and standard office equipment to include copiers, fax machines, telephones required.
• Familiarity with Tessitura or similar constituent relations management system helpful.
• Excellent communications skills:  written, verbal, listening. Demonstrated skills in English including proofreading, grammar, and spelling. Attention to accuracy and detail required.
• Ability to work independently and with initiative.
• Team player with a positive attitude of collaboration and inclusion.
• Ability to multi-task and think critically in a busy work environment.
• Able to creatively and effectively problem solve.

• Flexibility to run office errands and assist with evening and weekend special events as assigned.

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions.

• Physical demands: In the work environment described below, position requires sitting at a desk and utilizing a computer and a telephone for prolonged periods of time and good eye/hand coordination, bending and stretching for filing, and physical stamina to lift a minimum of 25 pounds. 
• Visual acuity to review written materials is required for this job. While performing the duties of this job, employee is occasionally required to independently travel in the local area.
• Work environment: Work will be performed in an office environment, museum spaces, and in communities served. The physical arrangement of the office may require the position to work in an open environment within close proximity to other colleagues. Workspace must be organized and reflect efficiency. The noise level in the Museum work environment is usually low to moderate. Occasional evening and weekend work hours are required.

All offers of employment are contingent on your successful completion (where permitted by state law) of a confidentiality agreement and background check. In addition, you will need to provide proper identification verifying your eligibility to work in the United States.

Crystal Bridges is an equal opportunity employer committed to building and maintaining a workplace that is free of discrimination and harassment of any kind. We encourage all qualified applicants to apply. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, veteran status, or any other status protected by the laws or regulations in the locations where we operate.