What are the responsibilities and job description for the Senior Administrative Assistant and Project Coordinator, Learning & Engagement position at Crystal Bridges Museum of American Art.?

Description

Position Title : Senior Administrative Assistant and Project Coordinator, Learning & Engagement

Position Type : Full Time

FLSA Classification : Non-Exempt

Division : Learning and Engagement

Department : Education

Reports to : Chief Learning and Engagement Officer

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, Learning & Engagement position is the ideal role for an individual who thrives in a dynamic environment, excels at managing multiple priorities with accuracy and attention to detail, and enjoys providing professional and personable support to both internal colleagues and external partners. This role supports the Chief Learning and Engagement Officer, ensuring the seamless coordination of executive functions and the successful management of impactful special projects that advance the museum’s mission.

Duties of this position require exceptional organizational skills, discretion in handling confidential matters, and a proactive approach to balancing multiple priorities in a fast-paced setting.

This role is an opportunity to make a meaningful impact by supporting the museum's innovative learning and engagement programs, helping to bring art and learning to communities and audiences in transformative ways.

Principal Responsibilities :

Executive Support : Provide high-level administrative assistance by handling information requests, managing correspondence, fielding and directing phone inquiries, receiving visitors, arranging meetings and calls, maintaining organized files, preparing expense reports, and writing, formatting, and proofreading materials.
Project Management : Coordinate special projects led by the Chief Learning and Engagement Officer, ensuring projects are delivered on time and aligned with strategic goals. Duties include tracking milestones, organizing stakeholder meetings, and preparing status updates and reports.
Communication and Presentation : Draft, proofread, and format reports, presentations, and correspondence. Work in alignment with the museum’s style guidelines and collaborate with other departments to create visually compelling materials.
Scheduling and Travel Coordination : Manage a complex calendar with multiple priorities, ensuring timely confirmations and notifications. Arrange travel, accommodation, itineraries, and related correspondence.
Process Optimization : Establish systematic formats and procedures for interoffice and external communication, maintaining an organized and accurate file system in both digital and physical formats.

Additional Responsibilities :

Provide comprehensive administrative support for the Learning and Engagement division, with a focus on coordinating contracts and payments.

Participate in administrative team meetings with department assistants to share updates, collaborate on cross-departmental initiatives, and ensure alignment on administrative processes and best practices.

Qualifications and Skills :

Experience with, or ability to learn, a variety of administrative, project management, and data systems, such as financial planning tools (e.g., PowerPlan), customer relationship management systems (e.g., Tessitura), data visualization platforms (e.g., Tableau), project management software (e.g., Asana), and other evolving systems (e.g., Momentous) used to support departmental operations.

Excellent communications skills : written, verbal, listening. Demonstrated skills in English including proofreading, grammar, and spelling. Attention to accuracy and detail required.

Proficiency in scheduling tools and managing multiple complex calendars, with strong organizational and time management abilities.

Work Experience and Education :

Minimum of three years relevant administrative experience.

Bachelor’s degree in business administration, organizational management, arts administration, or related field

Experience in preparing, supporting, and troubleshooting PowerPoint presentations, including the use of projectors, presentation equipment, and related technology, is required.

Basic finance and budgeting experience preferred.

Project management experience required.

Experience assisting with the administration and coordination of large-scale projects and events.

Traits :

Demonstrates the highest ethical standards in all aspects of business and museum practices.

Maintains strict confidentiality and exercises sound judgment.

Brings enthusiasm for working in a dynamic, visitor-centered art museum focused on community engagement.

Self-motivated with the ability to work independently while contributing as a collaborative, inclusive team member.

Possesses strong critical thinking, multitasking, and creative problem-solving skills in a fast-paced environment.

Flexible and willing to assist with office tasks, including errands and supporting evening and weekend events as needed.

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.

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 : 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. The noise level in the Museum work environment is usually low to moderate. Occasional evening and weekend work hours are required.

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Senior Administrative Assistant and Project Coordinator, Learning & Engagement

What are the responsibilities and job description for the Senior Administrative Assistant and Project Coordinator, Learning & Engagement position at Crystal Bridges Museum of American Art.?

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