Administrative Support

• Support the Chief Marketing, Communications, and Digital Officer and divisional staff on informational, administrative, and organizational matters

• Develop, organize, monitor, and maintain organizational systems

• Assist with scheduling of meetings and space reservations

• Prepare and process divisional purchase orders, contracts, credit card reports, and process administrative paperwork

Communications

• Maintain inventory of branded templates and materials for administrative staff and provide updates to templates as needed

• Assist the Marketing and Communications team in drafting and refining presentations

• Ensure that recordings on main line telephone system are up to date and accurate.

• Field/answer all routine and non-routine questions in timely matter, work in cooperation with other support staff

• Check, collate, and respond to incoming communications through various channels as appropriate

Scheduling

• Manage calendar systems including appointments, timely confirmations, and notifications of stakeholders using museum systems

• Establish appointment priorities or reschedule appointments or invitations

• Schedule team meetings. Work with division staff to create agendas for team meetings and team updates

• Book meeting rooms through the appropriate software

• Facilitate internal and external catering for events as needed

Office Management

• Track, maintain, and replenish print collateral and promotional items. Coordinate with distribution outlets, tourism centers, and other locations for collateral placement. Respond to individual brochure requests from museum guests.

• Create and manage an organized and accurate digital and physical file system.

• Maintain office protocols. Advise supervisor regarding the need for revisions in administrative procedures and policy when necessary.

• Stay apprised of agreements, reports and surveys as needed.

• Organize documents for approval.

• Manage expense reports, invoice routing and coordinates with director and department managers to track budget; preparing monthly financial statement.

• Facilitate invoice processing for Communications projects.

Travel

• Coordinate travel plans including transportation and accommodations for division

• Arrange and prepare detailed travel schedules, book flights, hotels, and transportation

Additional Responsibilities

• Serve as back-up to other museum administrative support staff as needed

• Serve as back-up to Project Coordinator as needed

• Assist with evening and weekend special events as assigned

• High School diploma or GED

• Minimum of two years college coursework; or two years of specialized training in office procedures or related field.

• Working knowledge of generally accepted office management procedures and practices.

• Working knowledge of public relations, marketing, advertising, or special events.

• Interest in tourism and customer service.

• Highest ethics as they relate to all aspects of museum practices.

• Ability to understand and maintain the highest levels of confidentiality.

• Enthusiasm about being a team member of a major new art museum with a strong visitor-centered community dynamic.

• Very flexible and helpful; occasional evening and weekend hours are required.

Work Experience

• Minimum of three (3) years relevant administrative experience; nonprofit experience preferred.

• Experience with presenting and supporting PowerPoint presentations (projectors, etc.) and slide presentation equipment, etc. required.

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 working 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. Work space 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. 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.