Senior Administrative Assistant, Brand, Marketing and Communications

Art and Wellness Enterprises•Bentonville, AR

2d•Onsite

About The Position

The Senior Administrative Assistant provides high-level executive support to the Chief Communications & Marketing Officer (CCMO) and serves as a key administrative and project coordination partner for the Brand, Marketing and Communications division. This role supports the day-to-day operations of the division by managing executive priorities, coordinating complex schedules, facilitating communications, organizing meetings and events, and supporting strategic initiatives that advance the museum's brand, marketing, and communications objectives. The position provides comprehensive administrative and operational support by preparing executive correspondence and presentations, coordinating travel and meeting logistics, monitoring project activities, maintaining departmental records and documentation, assisting with divisional financial and administrative processes, and supporting the execution of departmental initiatives and special projects. Success in this role requires exceptional organizational and time management skills, sound judgment, and the ability to anticipate needs while balancing multiple priorities in a fast-paced environment. The role requires professionalism, discretion, and strong interpersonal and communication skills to effectively support executive leadership, coordinate work across multiple stakeholders, and maintain the confidentiality of sensitive information. Success also requires a collaborative approach, attention to detail, and a commitment to providing high-quality administrative and operational support that enables the Brand, Marketing and Communications division to achieve its strategic objectives.

Requirements

Bachelor’s degree in business administration, communications, arts administration, organizational management, or related field; or equivalent combination of education and experience.
Working knowledge of office administration, project coordination, and communication practices.
Minimum five years of relevant administrative experience; experience supporting executives strongly preferred.
Proficiency with scheduling and meeting management in a fast‑paced environment.
Experience preparing and supporting PowerPoint presentations and event-related technology.
High proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
Strong writing, editing, proofreading, and verbal communication skills.
Exceptional organizational skills; ability to multitask and manage competing priorities.
Demonstrated professionalism, confidentiality, and judgment in handling sensitive information.
Positive, collaborative attitude and commitment to inclusivity and visitor‑centered service.
Valid driver’s license with clean driving record required; ability to travel locally for meetings and events.
Utilizing a computer and a telephone for prolonged periods of time and good eye/hand coordination, bending and stretching, and physical stamina to lift and transport a minimum of 10 pounds. Visual acuity to review written materials is required for this job.
Work is performed on-site (Monday-Friday, 8 a.m.-5 p.m.) in a professional, climate-controlled office environment with standard office equipment, including computers, printers, and telephones. This role requires working in an open setting near colleagues. The noise level is typically low to moderate. The role also requires regular interaction with internal team members in a professional and courteous manner.
Successful completion (where permitted by state law) of a confidentiality agreement and background check.
Provide proper identification verifying your eligibility to work in the United States.

Nice To Haves

Project management experience preferred.
Experience in marketing, communications, public relations, creative services, or nonprofit sectors preferred.
Experience with project management or workflow tools (Asana, Momentus, CRM systems, etc.).

Responsibilities

Manage and prioritize the Chief Communications & Marketing Officer’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.
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.
Support strategic initiatives across the Brand, Marketing and 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.
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.
Participate in administrative team meetings to ensure consistency of administrative operations across the museum.
Provide back up support to other administrative staff and executives as needed.
Assist with evening and weekend events as assigned.
Perform other duties and responsibilities as assigned to support evolving organizational needs.