Senior Administrative Assistant and Project Coordinator, Development

Art and Wellness Enterprises•Bentonville, AR

9d•Onsite

About The Position

The Senior Administrative Assistant and Project Coordinator, Development provides executive, administrative, clerical, writing, and project management support to the Chief Development Officer and the Development function. The role coordinates multiple projects in a fast-paced environment, maintains effective communication and organization, and helps advance priorities accurately and efficiently while delivering professional service to internal colleagues and external constituents. It requires discretion in handling confidential information and sensitive matters, initiative, attention to detail, and effective collaboration. The position supports donor portfolio management in Tessitura, including recording donor strategy plans and contact reports and supporting timely action plans. It assists with donor acknowledgement, recognition, and stewardship; drafts solicitation materials, proposals, gift agreements, and correspondence; and collaborates on reports and prospect research materials. It also creates graphic designs for proposals, presentations, information sheets, and reports using museum style guidelines and in coordination with Creative Services. Additional support includes managing the Chief Development Officer’s calendar and meeting priorities, preparing meeting briefs and materials, arranging travel, maintaining organized digital and physical files and communication procedures, coordinating special projects, and providing backup to other support staff and executives. The role is based on-site in Bentonville, Arkansas, in office, museum, and community settings. Occasional evening and weekend work, local travel, office errands, and on-call responses to urgent requests are required.

Requirements

At least five years of relevant administrative experience.
Working knowledge of generally accepted office management procedures and practices or specialized training.
Experience supporting PowerPoint presentations, including projectors and slide presentation equipment.
Project management experience.
Valid driver’s license with a clean driving record.
Willingness and ability to travel locally for special events and meetings as needed.
Ability to type at least 55 words per minute accurately.
Proficiency with Microsoft Office applications, including Outlook, Word, Excel, Access, and PowerPoint, and standard office equipment, including copiers, fax machines, and telephones.
Excellent written, verbal, and listening communication skills; demonstrated English proofreading, grammar, and spelling skills.
Attention to accuracy and detail.
Ability to work independently and with initiative, collaborate as a team player, multitask, think critically, and solve problems creatively and effectively in a busy work environment.
High ethical standards in business and museum practices and ability to maintain the highest levels of confidentiality.
Flexibility to respond to urgent requests and assist with office errands and evening and weekend events as assigned.
Ability to meet the position’s physical demands, including prolonged desk, computer, and telephone use; good eye-hand coordination; bending and stretching for filing; lifting at least 25 pounds; visual acuity to review written materials; and occasional independent local travel.

Nice To Haves

Nonprofit experience.
Basic finance and budgeting experience.
Familiarity with Tessitura or a similar constituent relations management system.

Responsibilities

Provide high-level administrative support, including responding to information requests, answering and directing phone inquiries, preparing correspondence, receiving visitors, arranging calls and meetings, maintaining files, completing expense reports, and writing, formatting, and proofreading materials.
Support the Chief Development Officer’s donor portfolio management in Tessitura by recording donor strategy plans and contact reports and supporting timely action plans.
Assist with donor acknowledgement, recognition, and stewardship; draft solicitation materials, proposals, gift agreements, and related correspondence; collaborate on reports and prospect research materials.
Create graphic designs for proposals, presentations, information sheets, and reports in accordance with museum style guidelines and in coordination with Creative Services.
Arrange travel, accommodations, itineraries, and related correspondence as needed.
Manage the Chief Development Officer’s calendar, appointments, confirmations, and notifications; establish appointment priorities or reschedule appointments and invitations using judgment and discretion.
Prepare meeting briefs, reports, presentations, and correspondence for meetings as needed.
Establish systematic formats and procedures for interoffice and external communication and maintain organized, accurate digital and physical files.
Coordinate special projects aligned with the Chief Development Officer’s work.
Serve on the executive administrative team and provide backup to other support staff and executives as needed.
Travel locally, run office errands, and assist with special events and meetings, including occasional evenings and weekends, as assigned.
Respond on call to urgent email or phone requests as needed.
Perform other duties and responsibilities as assigned to support evolving organizational needs.