Senior Administrative Assistant and Project Coordinator, Development

Art and Wellness Enterprises•Bentonville, AR

10d•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 departmental priorities accurately and efficiently. It provides professional service to internal colleagues and external constituents and requires discretion in handling confidential information, initiative, attention to detail, and effective collaboration. The position supports donor portfolio management and stewardship, prepares and formats correspondence and other materials, coordinates schedules and travel, prepares meeting briefs, and manages records and communication systems. It also coordinates special projects and serves on an executive administrative team, providing backup support as needed. The role is based onsite in Bentonville, Arkansas, with occasional evening and weekend hours, local travel, and on-call responses to urgent requests. Crystal Bridges Museum of American Art is a public nonprofit charitable organization in Bentonville, Arkansas. Its mission is to welcome all to celebrate the American spirit in a setting that unites the power of art with the beauty of nature. The Momentary is an extension of Crystal Bridges focused on music, art, and food experiences.

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 and 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, including English proofreading, grammar, and spelling skills.
Strong attention to accuracy and detail.
Ability to work independently and take initiative; collaborate as a team player with a positive attitude toward collaboration and inclusion; multitask and think critically in a busy work environment; and solve problems creatively and effectively.
High ethical standards in business and museum practices and ability to maintain strict confidentiality.
Flexibility to assist with local errands, special events, occasional evening and weekend work, and on-call urgent requests.
Ability to sit at a desk and use a computer and telephone for prolonged periods; good eye-hand coordination; bend and stretch for filing; lift at least 25 pounds; review written materials with visual acuity; and independently travel locally on occasion.

Nice To Haves

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

Responsibilities

Handle information requests, answer and direct phone inquiries, prepare correspondence, receive visitors, arrange calls and meetings, maintain files, complete expense reports, and write, format, and proofread 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; and 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, accommodation, itineraries, and related correspondence as needed.
Manage the Chief Development Officer’s calendar, confirm and notify attendees of appointments, and use judgment and discretion to prioritize or reschedule appointments and invitations.
Prepare meeting briefs in advance and prepare reports, presentations, and correspondence for meetings as needed.
Establish systematic procedures for internal and external communications and maintain organized, accurate digital and physical filing systems as needed.
Coordinate special projects aligned with the Chief Development Officer’s work.
Provide backup support to other support staff and executives as part of an executive administrative team.
Run office errands and assist with evening and weekend special events as assigned.
Respond in an on-call capacity to urgent email or phone requests as needed.
Perform other duties and responsibilities as assigned to support evolving organizational needs.