Senior Administrative Assistant, Brand, Marketing and Communications

Job description

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: Job Title: Senior Administrative Assistant, Brand, Marketing and Communications Reports to: Chief Communications & Marketing Officer FLSA Classification: Non-Exempt Location: Bentonville, Arkansas (On-site) Date Reviewed: 7/22/2026 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 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. Essential Duties and Responsibilities Executive and Administrative Support 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. Project Coordination and Communications 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. Team and Organizational Support 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. 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. 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 required by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. Physical Demands : In the work environment described, position requires 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 Environment : 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. Some local travel may be required, and a flexible schedule may be necessary to accommodate business needs, including occasional evening and weekend work hours. 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.