Senior Administrative Assistant and Project Coordinator

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 Administrative Assistant and Project Coordinator

Position Type: Full-time

FLSA Classification: Non-Exempt

Department: Brand, Marketing, and Communications

Reports to: Chief Communications & Marketing Officer

Date Reviewed: January 30, 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 Senior Administrative Assistant and Project Coordinator provides high‑level executive support to the Chief Communications & Marketing Officer (CCMO) and plays a key role in coordinating strategic projects across the Marketing & Communications division.

This position is ideal for a highly organized, proactive, and detail‑oriented professional who thrives in a fast‑paced environment, balances multiple priorities with discretion, and communicates with warmth, clarity, and professionalism. The role combines executive assistant responsibilities with project coordination, supporting a high‑performing team that drives storytelling, brand experience, and community engagement for Crystal Bridges and the Momentary.

Principal Responsibilities:

Executive Support

• Manage and prioritize the CCMO’s complex calendar, ensuring timely confirmations, agenda preparation, and schedule alignment across internal and external partners.
• Coordinate meeting logistics, including room reservations, catering, technology needs, and preparation of materials.
• Draft, proofread, and prepare high-quality correspondence, presentations, reports, speaking notes, and briefing documents.
• Handle confidential information with professionalism and sound judgment.
• Manage travel arrangements, itineraries, confirmations, and related documentation.

Project Coordination

• Support strategic initiatives across the Marketing & Communications division by tracking project timelines, preparing status reports, coordinating cross‑functional collaboration, and monitoring follow‑ups.
• Assist with the coordination of large‑scale internal and external events, press engagements, and special projects led by the CCMO.
• Maintain project files, documentation, and communication systems for accuracy and accessibility.
• Serve as a liaison between the CCMO and internal teams, ensuring consistent communication flow and alignment.

Divisional Administrative Operations

• Prepare and process contracts, invoices, credit card reports, and administrative paperwork.
• Assist with budget tracking and monthly financial reporting in collaboration with department managers.
• Maintain organization-wide administrative templates, branded materials, and divisional communication tools.
• Assist in onboarding tasks for new team members, coordinating equipment, system access, and welcome materials.
• Manage digital and physical filing systems, ensuring organized, accessible, and up-to-date records.

Communications & Team Support

• Collaborate with the Creative and Communications teams to prepare and refine presentations, visual materials, and internal communications aligned with museum style guidelines.
• Support scheduling and agenda creation for divisional meetings, team updates, and cross‑departmental work sessions.

Cross‑Functional Administrative Collaboration

• Participate in administrative team meetings to ensure consistency of administrative operations across the museum.
• Provide back‑up support