Job Description:

Position Title: Senior Executive Assistant

Position Type: Full-Time

FLSA Classification: Exempt

Reports to: Executive Director

Compensation Range: $70,000 - $90,000

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 venue for the music, art, and food of our time, and a catalyst for creativity and economic vitality. An extension to Crystal Bridges, the Momentary is a ‘living room’ where community gathers to be inspired, connected, and joyful. The Momentary enriches lives through music, art, and food experiences that inspire creativity, build community, and create joy. You belong here, make the most of this moment.

Position Summary:

The Senior Executive Assistant is a key position that provides general executive, administrative, and clerical support to the Executive Director and assists in the coordination of high-level strategic projects for which the Executive Director is responsible. At the heart of the organization's strategic initiatives and daily operations, this role manages all forms of communication, scheduling, travel, budgets, and protocols related to the office of the Executive Director. The Senior Executive Assistant assists the Executive Director in the implementation of the Museum’s Strategic Plan to help ensure initiatives reflect mission objectives and meet the institution’s key performance indicators (KPIs).

Duties of this position are dynamic and complex in nature, requiring considerable discretion in the handling of confidential information and sensitive matters; the ability to work proactively to balance multiple urgent tasks, and strong intrapersonal skills to support overlapping requests by internal and external stakeholders.

Principal Responsibilities:

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 all requests and tasks to take appropriate action in a timely manner.
• Track and communicate action items made by Executive Director or other designated staff during meetings, following closely to ensure completion.
• Track, organize, and distribute time sensitive materials.
• Organize and prepare documents for Executive Director’s approval.
• Perform general administrative duties such as filing, copying, general data entry, supply ordering and tracking.
• Monitor and maintain filing systems.
• Manage internal and external correspondence.
• Coordinate special projects for the Board and senior leadership as instructed.
• Chair quarterly interdepartmental meeting for administrative professionals focused on the exchange of ideas, training, and relationship development.

Communications:

• Represent the Executive Director, Board Chair, and Founder through telephone and personal contact.
• Draft complex and sensitive correspondence on behalf of the Executive Director, Board Chair, and Founder 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 brief Executive Director regarding important issues or conflicts; prepare response as necessary.
• Coordinate and liaise with Board Chair, Founder, and Ecosystem leaders’ assistants as necessary.
• Edit and proofread Executive Director correspondence, review incoming briefings and remarks to ensure preparation for high-level meetings and speaking engagements.
• Coordinate staff acknowledgements and team communications, following up on executive requests.

Board of Directors:

• Project manager for quarterly Board meetings, produce the Board binder and presentation desk, and manage all logistical arrangements for in-person and remote meetings.
• 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.
• Prioritize Board Chair, Founder, and Board member requests to ensure Executive Director is responsive in a timely manner.
• Coordinate and liaise with the Board Chair, Founder, Directors, and their assistants as necessary.
• Scheduling & Event Coordination:
• Manage complex, high-volume calendar, prioritizing meetings and controlling the overall timetable of the Executive Director’s workflow; continuously review the schedule to build 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.
• Provide administrative support for high-level meetings, confirm agenda, draft meeting minutes, and publish meeting materials to Sharepoint and OneDrive folders.
• Coordinate and liaise with Board Chair, Founder, and/or their assistants as necessary.

Budget:

• Prepare and process Executive Director’s business expense reports.
• Prepare and process invoices and reimbursements 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 Executive Director travel plans including transportation and accommodations, including airfare, train, rental cars, hotel, Airbnb, etc.
• As needed, help coordinate travel plans for Board members that do not reside in NW Arkansas. Collaborate with Board members’ assistants to confirm itinerary with airfare, housing, and ground transportation plans.
• 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 physical and digital 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.
• Strong intrapersonal and communications skills, adaptable to different workstyles and personalities.
• Ability to understand and maintain the highest levels of confidentiality.
• Very flexible and helpful; some evening and weekend hours may be required. Serve 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:

• Ability to maintain confidentiality and exercise discretion, with a strong capacity for adaptability and resilience in a fast-paced environment."
• Strong organizational and critical thinking skills to anticipate needs and manage multiple tasks in a dynamic environment.
• Excellent people and customer service skills that are based on courtesy and respect.
• Ability to work independently and collaboratively as a team player with a positive attitude of collaboration and inclusion.
• 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 Microsoft Office (Outlook, Word, Excel, PowerPoint) and standard office equipment (copiers, telephones). Experience with digital tools like SharePoint, Asana, and Workday.
• 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