Position Title: Senior Administrative Assistant and Project Coordinator

Position Type: Full-Time

FLSA Classification: Exempt

Division: Executive

Department: Administration

Reports to: Deputy Director

Position Summary

The Senior Administrative Assistant and Project Coordinator position is the ideal role for an individual who enjoys working with people in a fast-paced environment, coordinating multiple projects while ensuring accuracy and attention to detail, and providing personalized and professional customer service to both internal colleagues and external constituents. They are responsible for general executive, administrative, clerical and writing support, and project management for the Deputy Director.

The Deputy Director provides leadership for all areas of Crystal Bridges and the Momentary in partnership with the Executive Director, thus the Senior Administrative Assistant and Project Coordinator will have a broad array of duties and projects that span the museum’s work. They are an essential part of a team that is securing significant private gift support to further the work of the museum helping the Deputy Director manage a donor portfolio and projects, including development of proposals and correspondence. They are also part of a Data Strategy team helping the Deputy Director with data-centric storytelling and analysis. Administratively, they will manage all forms of communication, scheduling, travel, budgets, and protocols related to the office of the Deputy Director.

Duties of this position are complex in nature, requiring considerable discretion in the handling of confidential information and sensitive matters; and the ability to work proactively to balance multiple tasks.

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  Provide high-level administrative support by handling information requests, answering and directing phone inquiries, and performing functions such as preparing correspondence, receiving visitors, arranging calls and meetings, maintaining files, completing expense reports, and writing, formatting, and proofreading materials.

• Support the Deputy Director in donor portfolio management using Tessitura (constituent relationship management system) by recording donor strategy plans, recording reports of contact, and supporting the execution of timely action plans.
• Assist in ensuring proper acknowledgement, recognition, and stewardship of donors; develop drafts of solicitation materials, proposals, gift agreements, and related correspondence; work in collaboration to prepare reports and prospect research materials.
• Using the museum’s style guidelines and in coordination with Creative Services, create graphic designs for proposals, presentations, information sheets, and reports for Deputy Director.
• Arrange travel, accommodation, itineraries, and all correspondence related to arrangements as needed.
• Manage calendar including appointments and timely confirmations and notifications. Establish appointment priorities or reschedule appointments or invitations using considerable judgment and discretion.

• Prepare reports, presentations, and correspondence for meetings, as needed.
• Establish systematic formats and procedures for interoffice and external communication, including an organized and accurate file system, both digital and physical as needed.
• Coordinate special projects aligning with the work of the Deputy Director.
• Help create, track, process, and regularly review departmental budget(s).
• Serve as part of an executive administrative team providing back-up as needed to other support staff and executives.

Minimum Qualifications

Work Experience:

• Minimum of five years relevant administrative experience; nonprofit experience preferred.
• Experience with presenting and supporting PowerPoint presentations (projectors, etc.) and slide presentation equipment, etc. required.
• Basic finance and budgeting experience preferred.
• Project management experience required.

• Working knowledge of generally accepted office management procedures and practices or specialized training.
• Highest ethics as they relate to all aspects of business and museum practices.
• Ability to understand and maintain the highest levels of confidentiality.
• Enthusiasm about being a member of a team operating a major art museum with a strong visitor-centered community dynamic.

• Very flexible and helpful; occasional evening and weekend hours are required. Serves in an “on-call” capacity to respond to urgent email or phone requests as needed.

• Valid driver’s license with clean driving record required. Willing and able to travel locally to assist with special events and meetings as needed.

• Ability to type at least 55 wpm with accuracy.
• Proficiency in the use of Microsoft Office applications to include Outlook, Word, Excel, Access, and PowerPoint; and standard office equipment to include copiers, fax machines, telephones required.
• Familiarity with Tessitura or similar constituent relations management system helpful.
• Excellent communications skills: written, verbal, listening. Demonstrated skills in English including proofreading, grammar, and spelling. Attention to accuracy and detail required.

• Ability to work independently and with initiative.
• Team player with a positive attitude of collaboration and inclusion.
• Ability to multi-task and think critically in a busy work environment.
• Able to creatively and effectively problem solve.
• Flexibility to run office errands and assist with evening and weekend special events as assigned.

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 individual with disabilities to perform the essential functions.

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  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.
• This position is eligible to participate in the Mobile Device Stipend Program. Your manager will explain the departmental expectations of returning calls, responding to texts, and responding to emails. The expectations may vary depending on the needs of Crystal Bridges and the responsibilities of the position. A signed agreement must be submitted to HR prior to participating in the program.

Crystal Bridges is an equal opportunity employer and is committed to building and maintaining a culturally diverse workplace. We encourage women, minorities, individuals with disabilities and veterans to apply. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status of protected veteran, among other things or status as a qualified individual with a disability.