What are the responsibilities and job description for the Donor & Museum Relations Specialist position at Crystal Bridges Museum of American Art.?
Description
Position Title : Donor & Museum Relations Specialist
Position Type : Full Time
FLSA Classification : Non-Exempt
Division : Donor & Museum Relations
Department : Development
Reports to : Donor & Museum Relations Manager
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 Donor & Museum Relations Specialist is an integral part of the Development team, a donor-centered team dedicated to fostering long-term, sustainable funding for impactful museum initiatives. Under the supervision of the Donor & Museum Relations Manager, the Specialist will play a key role in delivering exceptional cultivation, retention, and stewardship experiences that reflect the mission of Crystal Bridges and The Momentary. Responsibilities include managing high-level tours, coordinating the donor travel program, and organizing memorable donor events.
The Specialist will serve as a point of contact for donors, sponsors, vendors and high-level guests, and internal teams, ensuring seamless communication and exceptional hospitality. They will assist in planning and executing domestic and international donor travel experiences, including site visits, coordination with service providers, and on-the-ground logistical support. This role requires occasional overnight travel to support donor events. The Specialist must adhere to ethical standards for fundraising professionals.
Principal Responsibilities :
- Collaborate with the DMR Manager to design, develop, and implement donor relations programs and stewardship strategies, including internal events for high-level donors (e.g., Director’s Receptions and sponsor events). Partner with Hospitality and Special Events teams to deliver high-quality, impactful engagement experiences.
- Prepare and manage detailed itineraries for high-level guests, coordinating with internal staff and guest representatives to alignment with museum standards and strategic goals.
- Assist in creating travel schedules, researching venues and transportation options, booking reservations, and disseminating travel details internally and externally.
- Develop supplementary documents such as biographies, maps, and schedules for the donor travel program and other special events
- Maintain and manage a calendar of donor trips, tours, and events, ensuring seamless coordination.
- Oversee mailings and communication to donors and sponsors regarding special events, benefit fulfillment, upcoming opportunities.
- Work with the Brand Strategy and Communications team to create promotional materials and printed content in a timely and strategic manner.
- Assist in managing travel budgets and departmental expense reports, ensuring fiscal responsibility.
- Regularly audit the CRM database and departmental reports to maintain accurate records and integrity.
- Support process improvement initiatives to enhance efficiency and ensure exceptional hospitality for donors.
- Participate in special projects and other duties as assigned.
Qualifications and Skills :
Education, Training, and Traits
Work Experience
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 individuals with disabilities to perform the essential functions.
Physical demands : This position requires prolonged periods of working at desk and working on a computer, good eye-hand coordination, verbal and written communication, walking, standing, and occasionally lifting / carrying up to 20 lbs. Vision abilities required by the job include close vision.
Work Environment : Work will primarily be performed in an office setting and in Museum spaces. The noise level is generally low to moderate.
