Job Description:

The Executive Assistant is a key position that provides general executive, administrative, and clerical support to the Executive Director and Chief Diversity & Inclusion Officer and assists in the coordination of special projects for which the Executive Director is responsible. Administratively, this role manages all forms of communication, scheduling, travel, budgets, and protocols related to the office of the Executive Director. The Executive Assistant will assist the Executive Director in the implementation of the Museum’s Strategic Plan to help ensure initiatives are reaching mission objectives, appropriately ambitions and applicable, and reflecting the institution’s prioritized efforts.

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 (Essential Functions)

Executive Administrative Support:

• Provide high-level administrative support by managing informational, administrative, and organizational matters, including research, compiling and organization of information.
• Function as liaison between Executive Director and staff.
• Assess and prioritize the urgency and importance of situations and take appropriate action.
• Note commitments made by Executive Director or other designated staff during meetings and arrange for implementation.
• Ensure requests for action and information are furnished in a timely manner.
• Track, organize, and distribute time sensitive materials.
• Organize documents for Executive Director’s approval.
• Perform general administrative duties such as filing, copying, supply ordering and tracking, and general data entry.
• Monitor and maintain filing systems.
• Manage internal and external correspondence.
• Assist with preparation and administration of assigned project budgets and reporting activities.
• Create, track, and regularly review departmental budget for Executive Director’s office.
• Coordinate special projects as instructed.
• Assist Executive Director in the production of regular and special reports for the Board and senior staff.
• Prepare and process business expense reports.
• Chair monthly interdepartmental meeting for administrative professionals, focused on the exchange of ideas, training, and relationship development.

Communications:

• Represent the Executive Director and Chair through telephone and personal contact.
• Draft complex and sensitive correspondence on behalf of the Executive Director and Chair, ensuring accurate messaging and tone. Oversee distribution of communications to the appropriate audiences while always maintaining strict confidentiality and professionalism.
• Review content of incoming materials and data and brief Executive Director regarding important issues or conflicts; prepare response as necessary.
• Coordinate and liaise with Board Chair and/or their assistant as necessary.

Board of Directors:

• Manage preparations for Board meetings, including production of the Board materials and Board presentation, and all logistical arrangements.
• Coordinate creation and timely distribution of materials and agendas for meetings of the Board of Directors; ensure materials and agendas are distributed in a timely manner for all Board Committees.
• Maintain contact information for all Board members and their support staff.
• Provide assistance to the Secretary of the Board and Committee Chairs related to preparation and distribution of minutes and correspondence; maintain accurate records of Board actions.
• Serve as the museum’s primary point of contact for the Founder, Board Chair, and Board members with internal and external stakeholders.
• Coordinate and liaise with Board Chair, Founder, Directors, and their assistants as necessary.

Scheduling & Event Coordination:

• Manage high-volume calendar, prioritizing meetings and controlling the overall timetable of the Executive Director’s workflow; continuously review the schedule to build in appropriate time for breaks, travel, and pre-meeting preparation.
• Handle incoming requests promptly, aligning them with executive priorities, and adapt as necessary to accommodate rapidly changing circumstances.
• Establish appointment priorities or reschedule appointments or invitations using considerable judgment and discretion.
• Organize events, coordinate logistics, prepare agendas and supporting materials, and provide on-site support as necessary.
• Coordinate and liaise with Board Chair and/or their assistant as necessary.

Budget:

• Prepare and process Executive Director’s business expense reports.
• Prepare and process invoices as necessary.
• Create annual budget for the Executive department, including business travel, board meetings, memberships and dues, conference registrations, gifts and recognition, legal expenses, etc.

Travel:

• Coordinate travel plans including transportation and accommodations, including airfare, train, rental cars, hotel, Airbnb, etc.
• Arrange and prepare detailed itineraries for domestic and international travel schedules, which may include both business and personal trips.
• Ensure that travel arrangements align with executive schedules, preferences, and organizational policies, while optimizing cost-efficiency and maintaining travel comfort.

General Other Duties:

• Maintain an organized and accurate system of record retention.
• Develop and maintain a professional relationship with staff, guests, volunteers, board members, and all stakeholders of the museum.
• Other duties as assigned.

Minimum Qualifications

Education, Training, Traits:

• Bachelor’s degree preferred.
• Working knowledge of generally accepted office management procedures and practices or specialized training.
• Highest ethics as they relate to all aspects of museum practices.
• Ability to understand and maintain the highest levels of confidentiality.
• Very flexible and helpful; evening and weekend hours may be 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; non-profit experience preferred.
• Experience with presenting and supporting presentations (projectors, etc.) and slide presentation equipment.
• Experience with travel preparation preferred.

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:

• Strong organizational skills
• Excellent people and customer service skills that are based on courtesy and respect.
• Ability to work independently and with initiative as well as a complementary team player with a positive attitude of collaboration and inclusion.
• Ability to multi-task and think critically in a busy work environment.
• Excellent oral and written communications skills that include business letter writing and clear concise administrative and technical reports; demonstrated English skills in accuracy, proofreading, grammar, spelling, and attention to detail required.
• Able to creatively and effectively problem solve.
• Flexibility to run office errands and assist with evening and weekend special events as assigned.
• Knowledgeable about the principles and procedures of record keeping.
• Proficiency in the use of Microsoft Office application to include Outlook, Word, Excel, and PowerPoint; and standard office equipment to include copiers, telephones, and other office technology required.
• Ability to type at least 55 WPM.

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, the 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 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 may be required.

All offers of employment are contingent on your successful completion (where permitted by state law) of a confidentiality agreement and background check. Crystal Bridges requires all employees to provide proof of COVID-19 vaccination as a condition of employment, or meet Arkansas state requirements, subject to accommodations. In addition, you will need to provide proper identification verifying your eligibility to work in the United States on your first day of work.

Crystal Bridges is an equal opportunity employer committed to building and maintaining a culturally diverse workplace that is free of discrimination and harassment of any kind. We encourage women, minorities, individuals with disabilities, and veterans 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.