Description

: Position Title: Executive Assistant to Director, the Momentary and Senior Director, Crystal Bridges Position Type: Full-Time FLSA Classification: Exempt Division: Executive Department: Executive Reports to: Director 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: Executive Assistant to the Director of the Momentary who holds a dual role as also Senior Director of Crystal Bridges is responsible for performing a wide range of administrative tasks including management of all forms of communication, scheduling, travel, budgets, and protocols related to the Director. Executive Assistant will manage special projects that involve one or more primary disciplines of the Momentary and Crystal Bridges including, but not limited to, music, performing arts, visual arts, culinary, programs, and development as assigned by the Director. Duties of this position are complex in nature, requiring proactive action and considerable discretion in the handling of confidential information and sensitive matters. Principal Responsibilities: Executive Administrative Support Represent Director through telephone and personal contacts Act a liaison between Director and staff Ensure, in the Director’s absence, that requests for action and information are furnished in a timely manner Assess the urgency and importance of situations and take appropriate action Note commitments made by the Director during meetings and arranges for implementation Track, organize, and distribute time sensitive materials Organize documents for Director’s approval Assist the Director in the production of special reports and presentation materials for the Board, Momentary Council, and senior staff Special Project Administration Create and maintain community relationships on behalf of the Director Monitor progress and submit reports for special projects assigned by the Director Seek and evaluate information from a variety of departments and/or other entities at the Director’s Host VIP and Donor related Momentary tours when assigned Responsible for multidepartment collaboration across Crystal Bridges and the Momentary for special projects assigned by the Director Assist with evening and weekend special events as assigned by the Director Assist Director with proposals, correspondence, and reports to donors and donor prospects’ Keep Tessitura data up to date with donor information related to Director’s portfolio Keep digital file organization consistent across Outlook, Sharepoint, and dedicated Sharepoint sites Communications Lead Momentary support staff through best practices and Communications Compose and prepare correspondence and related materials for complex and non-routine matters Review content of incoming materials and data and brief Director regarding critical issues or conflicts; prepare response as necessary Coordinate creation and timely distribution of materials and agendas for established meetings Scheduling & Travel Manage Director’s calendar, including appointments and timely confirmations and notifications Establish appointment priorities or reschedule appointments or invitations using considerable judgment and discretion Coordinate and liaise with Council Chair and/or their assistant as necessary Coordinate travel plans for the Director Budget Prepare and process Director’s business expense reports Review Executive Department budget report Help track expenses and assist with budget preparation Qualifications and Skills: Education, Training, Traits: General knowledge of art history, music or performing arts a Minimum of two years college coursework; or two years of specialized training in office procedures or related field Working knowledge of accepted office management procedures and practices Highest ethics as they relate to all aspects of business and museum practices Ability to understand and maintain the highest levels of confidentiality Enthusiasm about being a member of a team operating a major arts venue with a strong visitor-centered community dynamic Very flexible and helpful; occasional evening and weekend hours are required; serves in an “on-call” capacity to respond to urgent email or phone requests as needed Strong guest services orientation a plus Work Experience: Minimum of five years relevant administrative experience; nonprofit experience preferred Experience with presenting and supporting PowerPoint presentations (projectors, etc.) and slide presentation equipment, etc. required Licenses and Certifications: Valid Arkansas driver’s license with clean driving record required as well as willing and able to travel locally to assist with special events and meetings as needed Skills and Abilities: Excellent communications skills: written, verbal, listening. Demonstrated skills in English including proofreading, grammar, and spelling; attention to accuracy and detail required Ability to work independently and with initiative Strategic thinking and the ability to proactively problem-solve creatively and effectively Team player Demonstrates ability to anticipate needs related to calendar events, meetings, etc. Willingness to gain and grow knowledge in areas of museum management. Ability to multi-task and think critically in a busy work environment Ability to type at least 55 wpm with accuracy Proficiency in the use of Microsoft Office applications to include Outlook, Word, Excel, Access, and PowerPoint; and standard office equipment to include copiers, telephones 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 individuals with disabilities to perform the essential functions. 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 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. Workspace must be organized and reflect efficiency. The noise level in the Museum work environment is typically low to moderate. Occasional evening and weekend work hours are required.