Senior Executive Assistant

The mission of Crystal Bridges Museum of American Art is to welcome all to celebrate the American spirit in a setting that unites the power of art with the beauty of nature. Founded by philanthropist and arts patron Alice Walton, Crystal Bridges is a public non-profit charitable organization. 

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, prod