Senior Administrative Assistant and Project Coordinator

Senior Administrative Assistant and Project Coordinator

The mission of Crystal Bridges Museum of American Art is to welcome all to celebrate the American spirit in a setting that unites the power of art with the beauty of nature. Founded by philanthropist and arts patron Alice Walton, Crystal Bridges is a public non-profit charitable organization.

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.

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

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Physical Demands and Work Environment :

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.