What are the responsibilities and job description for the Senior Administrative Assistant and Project Coordinator position at Crystal Bridges Museum Of American and Careers?
The mission of Crystal Bridges Museum of American Art is to welcome all to celebrate the American spirit in a setting that unites the power of art with the beauty of nature. Founded by philanthropist and arts patron Alice Walton, Crystal Bridges is a public non-profit charitable organization.
Job Description:
Position Title: Senior Administrative Assistant and Project Coordinator
Position Type: Full-time
FLSA Classification: Non-Exempt
Department: Brand, Marketing, and Communications
Reports to: Chief Communications & Marketing Officer
Date Reviewed: January 30, 2026
About Crystal Bridges & The Momentary:
Crystal Bridges is a museum of American art located in Bentonville, Arkansas. We explore the unfolding story of America by actively collecting, exhibiting, interpreting, and preserving outstanding works that illuminate the American heritage and artistic possibilities. Founded by Alice Walton in 2005, the museum opened in 2011 and is a public, non-profit charitable organization with free admission.
The Momentary is a contemporary art space that opened to the public on February 22, 2020, in downtown Bentonville, Arkansas. The Momentary is a venue for the music, art, and food of our time, and a catalyst for creativity and economic vitality. An extension to Crystal Bridges, the Momentary is a ‘living room’ where community gathers to be inspired, connected, and joyful. You belong here: make the most of this moment.
Position Summary:
The Senior Administrative Assistant and Project Coordinator provides high‑level executive support to the Chief Communications & Marketing Officer (CCMO) and plays a key role in coordinating strategic projects across the Marketing & Communications division.
This position is ideal for a highly organized, proactive, and detail‑oriented professional who thrives in a fast‑paced environment, balances multiple priorities with discretion, and communicates with warmth, clarity, and professionalism. The role combines executive assistant responsibilities with project coordination, supporting a high‑performing team that drives storytelling, brand experience, and community engagement for Crystal Bridges and the Momentary.
Principal Responsibilities:
Executive Support
- Manage and prioritize the CCMO’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.
Project Coordination
- Support strategic initiatives across the Marketing & 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.
Divisional Administrative Operations
- 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.
Communications & Team Support
- 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.
Cross‑Functional Administrative Collaboration
- 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.
Qualifications and Skills:
Education & Training
- 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.
Work Experience
- Minimum five years of relevant administrative experience; experience supporting executives strongly preferred.
- Project management experience preferred.
- Experience in marketing, communications, public relations, creative services, or nonprofit sectors preferred.
- Proficiency with scheduling and meeting management in a fast‑paced environment.
- Experience preparing and supporting PowerPoint presentations and event-related technology.
Skills & Abilities
- High proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
- Experience with project management or workflow tools (Asana, Momentus, CRM systems, etc.).
- 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.
- Ability to lift up to 25 lbs and work occasional evenings/weekends.
Licenses & Certifications
- Valid driver’s license with clean driving record required; ability to travel locally for meetings and events.
Physical Demands and Work Environment:
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Physical demands: In the work environment described below, position requires sitting at a desk and utilizing a computer and a telephone for prolonged periods of time and good eye/hand coordination, bending and stretching for filing, and physical stamina to lift a minimum of 25 pounds.
- Visual acuity to review written materials is required for this job. While performing the duties of this job, employee is occasionally required to independently travel in the local area.
- Work environment: Work will be performed in an office environment, museum spaces, and in communities served. The physical arrangement of the office may require the position to work in an open environment within close proximity to other colleagues. Workspace must be organized and reflect efficiency. The noise level in the Museum work environment is usually low to moderate. Occasional evening and weekend work hours are required.
All offers of employment are contingent on your successful completion (where permitted by state law) of a confidentiality agreement and background check. In addition, you will need to provide proper identification verifying your eligibility to work in the United States.
Crystal Bridges is an equal opportunity employer committed to building and maintaining a workplace that is free of discrimination and harassment of any kind. We encourage all qualified applicants to apply. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, veteran status, or any other status protected by the laws or regulations in the locations where we operate.