Job Description:

Position Title: Hospitality Administrator

Position Type: Full-Time

FLSA Classification: Non-Exempt

Department: Hospitality

Reports to: Director of Food & Beverage Operations

Date Reviewed: February 2026

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 contemporary art space that opened to the public on February 22, 2020, in downtown Bentonville, Arkansas. 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. You belong here: make the most of this moment.

Position Summary:

The Hospitality Administrator is responsible for providing administrative and operational support to the Food & Beverage and Events teams across multiple venues. This role plays a key part in ensuring the smooth day-to-day functioning of hospitality operations, including scheduling, inventory coordination, office management, and internal communications.

The ideal candidate is highly organized, detail-oriented, and service-minded, with the ability to manage multiple priorities in a fast-paced environment. They will work closely with cross-functional teams to support event logistics, vendor communications, onboarding processes, and administrative systems that uphold the museum’s mission and guest experience standards.

This role requires a proactive and flexible individual who thrives on supporting others, streamlining systems, and contributing to a culture of excellence in hospitality.

Principal Responsibilities:

Administrative & Operational Support

• Provide daily administrative support to the Food & Beverage and Special Events teams, including scheduling, internal communications, vendor coordination, and expense tracking.
• Prepare, process, and track invoices, purchase orders, and monthly inventory reports across all hospitality departments.
• Maintain organized digital and physical filing systems for records related to BEOs, staffing, rentals, and operational checklists.
• Support onboarding of new team members, coordinate training schedules, and help maintain standard operating procedures and reference materials.
• Coordinate travel, training, and conference bookings as needed for hospitality team members.

Event Coordination & Support

• Assist in planning and executing events by creating pull sheets, reviewing BEOs, confirming timelines, and distributing schedules and responsibilities to FOH event staff.
• Work closely with the FOH Manager and Assistant Manager – Beverage to ensure all bar and beverage needs are met, especially for complex setups or multi-bar events.
• Maintain proactive communication with the Beverage & Coffee Bar Manager to align on beverage service requirements and staffing.
• Under direction of the FOH Manager, support the execution of large, complex, or VIP events, including weddings and museum-wide functions.
• Coordinate event-specific service plans, floor charts, rental needs, and banquet inventory to ensure complete readiness.
• Maintain knowledge of catering menus, event timelines, and unique service expectations for each event; serve as a liaison between BOH and FOH during events.
• Organize and lead pre-event meetings, temp staff orientations, and training sessions to ensure consistency and high-quality service.

Staffing & Team Oversight

• Act as the primary liaison with staffing agencies for FOH event staffing needs, including scheduling, onboarding, and confirming assignments.
• Manage temporary staff on event days: conduct check-ins, assign tasks, verify attendance, and approve hours worked for invoicing.
• Monitor team attendance and productivity, and foster a professional and positive work environment throughout each event.
• Help implement policies, procedures, and service standards that ensure smooth execution and a high level of guest satisfaction.

Communication & Reporting

• Attend and actively participate in weekly event meetings, staying up to date on all changes to BEOs and service plans.
• Produce and distribute nightly Catering Captain/MOD reports after each event to relevant stakeholders, summarizing outcomes, issues, and guest feedback.
• Act as a communication bridge between Special Events, Culinary, Beverage, and other departments to ensure aligned execution.

Other Duties

• Serve as backup for other administrative roles in the department as needed.
• Uphold Crystal Bridges and The Momentary hospitality standards across all touchpoints.
• Perform other duties as assigned in support of seamless operations and memorable guest experiences.

Qualifications and Skills:

Education, Training, and Traits:

• Experience in managing projects with diverse constituents and dynamic direction
• Experience in marketing, business administration, accounting, finance or another related fields.
• 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
• Highest ethics as they relate to all aspects of business practice
• Enthusiasm about being a member of a team a major art museum with a strong guest- centered community dynamic
• Ability to understand and maintain the highest levels of confidentiality
• Adaptable to change – ability to understand the big picture and plan effectively for future needs
• Very flexible and helpful; occasional evening and weekend hours are required
• Flexible and helpful; willingness to work evenings and weekend hours if required
• Willingness to travel if needed

Work Experience

• Minimum of three (3) years relevant administrative and project management experience; nonprofit experience preferred

Licenses and Certifications:

• Valid driver’s license with clean driving record

Skills and Abilities:

• Exemplary written, verbal, and listening communication skills and a demonstrated ability to communicate clearly and professionally
• Basic understanding of P&Ls and budgets
• Effective interpersonal skills and ability to build consensus
• Demonstrated understanding and use of diplomacy
• Self-directed, able to work independently and effectively
• Demonstrated organizational planning, problem-solving and collaboration skills
• Ability to handle multiple tasks simultaneously
• Proficient in use of Microsoft Office applications to include Word, Outlook, Excel, and Powerpoint.

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: While performing the duties of this job, the employee is required to travel independently (approximately 10% of time) within museum office and spaces, and in the communities served. In the work environments described below, position requires verbal and written conversation with others, sitting, standing, walking, reaching, lifting/moving objects up to 25 pounds, and use of hands to finger, handle, or feel objects, tools, or controls. The position occasionally requires standing, walking, and speaking for an extended period of time. Vision abilities required by the job include close vision.
• Work Environment: Work will be performed in an office environment, museum spaces, and in the communities served. While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually low to moderate.

All offers of employment are contingent on your successful completion (where permitted by state law) of a confidentiality agreement and background check. In addition, you will need to provide proper identification verifying your eligibility to work in the United States.

Crystal Bridges is an equal opportunity employer committed to building and maintaining a workplace that is free of discrimination and harassment of any kind. We encourage all qualified applicants 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.