Senior Administrative Assistant, Brand, Marketing and Communications
About The Position
The Senior Administrative Assistant provides high-level executive support to the Chief Communications & Marketing Officer and serves as an administrative and project coordination partner for the Brand, Marketing and Communications division. The role supports daily divisional operations 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. Responsibilities include preparing executive correspondence and presentations; coordinating travel and meeting logistics; monitoring project activity; maintaining departmental records and documentation; assisting with financial and administrative processes; and supporting departmental initiatives and special projects. Success requires exceptional organizational and time-management skills, sound judgment, discretion, professionalism, strong interpersonal and communication skills, attention to detail, and the ability to anticipate needs and balance competing priorities in a fast-paced environment. The role collaborates with executive leadership, internal teams, and other stakeholders while handling sensitive information confidentially. The position is based on-site in Bentonville, Arkansas, in a professional, climate-controlled office environment. The stated schedule is Monday through Friday, 8 a.m. to 5 p.m.; a flexible schedule may be necessary for business needs, including occasional evening and weekend work. Some local travel may be required. Employment offers are contingent on successful completion, where permitted by state law, of a confidentiality agreement and background check, and applicants must provide identification verifying eligibility to work in the United States.
Requirements
- Bachelor’s degree in business administration, communications, arts administration, organizational management, or a related field, or an equivalent combination of education and experience.
- Minimum five years of relevant administrative experience.
- Working knowledge of office administration, project coordination, and communication practices.
- Proficiency with scheduling and meeting management in a fast-paced environment.
- High proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
- Experience with project management or workflow tools; examples include Asana, Momentus, and CRM systems.
- Strong writing, editing, proofreading, and verbal communication skills.
- Exceptional organizational skills and 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 a clean driving record and ability to travel locally for meetings and events.
Nice To Haves
- Experience supporting executives.
- Project management experience.
- Experience in marketing, communications, public relations, creative services, or nonprofit sectors.
- Experience preparing and supporting PowerPoint presentations and event-related technology.
Responsibilities
- Manage and prioritize the Chief Communications & Marketing Officer’s complex calendar, confirmations, agendas, and schedule alignment with internal and external partners.
- Coordinate meeting logistics, including rooms, catering, technology, and materials.
- Draft, proofread, and prepare correspondence, presentations, reports, speaking notes, and briefing documents.
- Handle confidential information professionally and with sound judgment.
- Arrange travel, itineraries, confirmations, and related documentation.
- Prepare and process contracts, invoices, credit card reports, and administrative paperwork.
- Assist with budget tracking and monthly financial reporting with department managers.
- Maintain administrative templates, branded materials, and divisional communication tools.
- Assist with onboarding, including coordinating equipment, system access, and welcome materials.
- Maintain organized, accessible, and up-to-date digital and physical filing systems.
- Track project timelines, prepare status reports, coordinate cross-functional collaboration, and monitor follow-ups for divisional strategic initiatives.
- Help coordinate large-scale internal and external events, press engagements, and special projects led by the CCMO.
- Maintain accurate and accessible project files, documentation, and communication systems.
- Act as a liaison between the CCMO and internal teams to support consistent communication and alignment.
- Collaborate with Creative and Communications teams on presentations, visual materials, and internal communications aligned with museum style guidelines.
- Schedule divisional meetings, create agendas, and support team updates and cross-departmental work sessions.
- Participate in administrative team meetings to support consistency across museum administrative operations.
- Provide backup 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.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
