Executive Assistant to Director, the Momentary and Senior Director, Crystal Bridges

Art and Wellness Enterprises•Bentonville, AR

58d•Onsite

About The Position

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.

Requirements

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
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
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
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

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