Art & Wellness Enterprises
Senior Executive Assistant
Art & Wellness Enterprises, Bentonville, Arkansas, United States, 72712
Senior Executive Assistant
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. 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 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. The Momentary enriches lives through music, art, and food experiences that inspire creativity, build community, and create joy. You belong here, make the most of this moment. Position Summary: The Senior Executive Assistant is a key position that provides general executive, administrative, and clerical support to the Executive Director and assists in the coordination of high-level strategic projects for which the Executive Director is responsible. At the heart of the organization's strategic initiatives and daily operations, this role manages all forms of communication, scheduling, travel, budgets, and protocols related to the office of the Executive Director. The Senior Executive Assistant assists the Executive Director in the implementation of the Museum's Strategic Plan to help ensure initiatives reflect mission objectives and meet the institution's key performance indicators (KPIs). Duties of this position are dynamic and complex in nature, requiring considerable discretion in the handling of confidential information and sensitive matters; the ability to work proactively to balance multiple urgent tasks, and strong intrapersonal skills to support overlapping requests by internal and external stakeholders. Principal Responsibilities: Executive Administrative Support: Provide high-level administrative support by managing informational, administrative, and organizational matters, including research, compiling and organization of information. Function as liaison between Executive Director and staff. Assess and prioritize the urgency and importance of all requests and tasks to take appropriate action in a timely manner. Track and communicate action items made by Executive Director or other designated staff during meetings, following closely to ensure completion. Track, organize, and distribute time-sensitive materials. Organize and prepare documents for Executive Director's approval. Perform general administrative duties such as filing, copying, general data entry, supply ordering and tracking. Monitor and maintain filing systems. Manage internal and external correspondence. Coordinate special projects for the Board and senior leadership as instructed. Chair quarterly interdepartmental meeting for administrative professionals focused on the exchange of ideas, training, and relationship development. Communications: Represent the Executive Director, Board Chair, and Founder through telephone and personal contact. Draft complex and sensitive correspondence on behalf of the Executive Director, Board Chair, and Founder ensuring accurate messaging and tone. Oversee distribution of communications to the appropriate audiences while always maintaining strict confidentiality and professionalism. Review content of incoming materials and brief Executive Director regarding important issues or conflicts; prepare response as necessary. Coordinate and liaise with Board Chair, Founder, and Ecosystem leaders' assistants as necessary. Edit and proofread Executive Director correspondence, review incoming briefings and remarks to ensure preparation for high-level meetings and speaking engagements. Coordinate staff acknowledgements and team communications, following up on executive requests. Board of Directors: Project manager for quarterly Board meetings, produce the Board binder and presentation desk, and manage all logistical arrangements for in-person and remote meetings. Maintain contact information for all Board members and their support staff. Provide assistance to the Secretary of the Board and Committee Chairs related to preparation and distribution of minutes and correspondence; maintain accurate records of Board actions. Serve as the museum's primary point of contact for the Founder, Board Chair, and Board members with internal and external stakeholders. Prioritize Board Chair, Founder, and Board member requests to ensure Executive Director is responsive in a timely manner. Coordinate and liaise with the Board Chair, Founder, Directors, and their assistants as necessary. Scheduling & Event Coordination: Manage complex, high-volume calendar, prioritizing meetings and controlling the overall timetable of the Executive Director's workflow; continuously review the schedule to build appropriate time for breaks, travel, and pre-meeting preparation. Handle incoming requests promptly, aligning them with executive priorities, and adapt as necessary to accommodate rapidly changing circumstances. Establish appointment priorities or reschedule appointments or invitations using considerable judgment and discretion. Organize events, coordinate logistics, prepare agendas and supporting materials, and provide on-site support as necessary. Provide administrative support for high-level meetings, confirm agenda, draft meeting minutes, and publish meeting materials to Sharepoint and OneDrive folders. Coordinate and liaise with Board Chair, Founder, and/or their assistants as necessary. Budget: Prepare and process Executive Director's business expense reports. Prepare and process invoices and reimbursements as necessary. Create annual budget for the Executive department, including business travel, board meetings, memberships and dues, conference registrations, gifts and recognition, legal expenses, etc. Travel: Coordinate Executive Director travel plans including transportation and accommodations, including airfare, train, rental cars, hotel, Airbnb, etc. As needed, help coordinate travel plans for Board members that do not reside in NW Arkansas. Collaborate with Board members' assistants to confirm itinerary with airfare, housing, and ground transportation plans. Arrange and prepare detailed itineraries for domestic and international travel schedules, which may include both business and personal trips. Ensure that travel arrangements align with executive schedules, preferences, and organizational policies, while optimizing cost-efficiency and maintaining travel comfort. General Other Duties: Maintain an organized and accurate system of physical and digital record retention. Develop and maintain a professional relationship with staff, guests, volunteers, board members, and all stakeholders of the museum. Other duties as assigned. Minimum Qualifications: Education, Training, Traits: Bachelor's degree preferred. Working knowledge of generally accepted office management procedures and practices or specialized training. Highest ethics as they relate to all aspects of museum practices. Strong intrapersonal and communications skills, adaptable to different workstyles and personalities. Ability to understand and maintain the highest levels of confidentiality. Very flexible and helpful; some evening and weekend hours may be required. Serve in an on-call capacity to respond to urgent email or phone requests as needed. Work Experience: Minimum of five years' relevant administrative experience; non-profit experience preferred. Experience with presenting and supporting presentations (projectors, etc.) and slide presentation equipment. Experience with travel preparation preferred. Licenses and Certifications: Valid driver's license with clean driving record required. Willing and able to travel locally to assist with special events and meetings as needed. Skills and Abilities: Ability to maintain confidentiality and exercise discretion, with a strong capacity for adaptability and resilience in a fast-paced environment. Strong organizational and critical thinking skills to anticipate needs and manage multiple tasks in a dynamic environment. Excellent people and customer service skills that are based on courtesy and respect. Ability to work independently and collaboratively as a team player with a positive attitude of collaboration
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. 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 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. The Momentary enriches lives through music, art, and food experiences that inspire creativity, build community, and create joy. You belong here, make the most of this moment. Position Summary: The Senior Executive Assistant is a key position that provides general executive, administrative, and clerical support to the Executive Director and assists in the coordination of high-level strategic projects for which the Executive Director is responsible. At the heart of the organization's strategic initiatives and daily operations, this role manages all forms of communication, scheduling, travel, budgets, and protocols related to the office of the Executive Director. The Senior Executive Assistant assists the Executive Director in the implementation of the Museum's Strategic Plan to help ensure initiatives reflect mission objectives and meet the institution's key performance indicators (KPIs). Duties of this position are dynamic and complex in nature, requiring considerable discretion in the handling of confidential information and sensitive matters; the ability to work proactively to balance multiple urgent tasks, and strong intrapersonal skills to support overlapping requests by internal and external stakeholders. Principal Responsibilities: Executive Administrative Support: Provide high-level administrative support by managing informational, administrative, and organizational matters, including research, compiling and organization of information. Function as liaison between Executive Director and staff. Assess and prioritize the urgency and importance of all requests and tasks to take appropriate action in a timely manner. Track and communicate action items made by Executive Director or other designated staff during meetings, following closely to ensure completion. Track, organize, and distribute time-sensitive materials. Organize and prepare documents for Executive Director's approval. Perform general administrative duties such as filing, copying, general data entry, supply ordering and tracking. Monitor and maintain filing systems. Manage internal and external correspondence. Coordinate special projects for the Board and senior leadership as instructed. Chair quarterly interdepartmental meeting for administrative professionals focused on the exchange of ideas, training, and relationship development. Communications: Represent the Executive Director, Board Chair, and Founder through telephone and personal contact. Draft complex and sensitive correspondence on behalf of the Executive Director, Board Chair, and Founder ensuring accurate messaging and tone. Oversee distribution of communications to the appropriate audiences while always maintaining strict confidentiality and professionalism. Review content of incoming materials and brief Executive Director regarding important issues or conflicts; prepare response as necessary. Coordinate and liaise with Board Chair, Founder, and Ecosystem leaders' assistants as necessary. Edit and proofread Executive Director correspondence, review incoming briefings and remarks to ensure preparation for high-level meetings and speaking engagements. Coordinate staff acknowledgements and team communications, following up on executive requests. Board of Directors: Project manager for quarterly Board meetings, produce the Board binder and presentation desk, and manage all logistical arrangements for in-person and remote meetings. Maintain contact information for all Board members and their support staff. Provide assistance to the Secretary of the Board and Committee Chairs related to preparation and distribution of minutes and correspondence; maintain accurate records of Board actions. Serve as the museum's primary point of contact for the Founder, Board Chair, and Board members with internal and external stakeholders. Prioritize Board Chair, Founder, and Board member requests to ensure Executive Director is responsive in a timely manner. Coordinate and liaise with the Board Chair, Founder, Directors, and their assistants as necessary. Scheduling & Event Coordination: Manage complex, high-volume calendar, prioritizing meetings and controlling the overall timetable of the Executive Director's workflow; continuously review the schedule to build appropriate time for breaks, travel, and pre-meeting preparation. Handle incoming requests promptly, aligning them with executive priorities, and adapt as necessary to accommodate rapidly changing circumstances. Establish appointment priorities or reschedule appointments or invitations using considerable judgment and discretion. Organize events, coordinate logistics, prepare agendas and supporting materials, and provide on-site support as necessary. Provide administrative support for high-level meetings, confirm agenda, draft meeting minutes, and publish meeting materials to Sharepoint and OneDrive folders. Coordinate and liaise with Board Chair, Founder, and/or their assistants as necessary. Budget: Prepare and process Executive Director's business expense reports. Prepare and process invoices and reimbursements as necessary. Create annual budget for the Executive department, including business travel, board meetings, memberships and dues, conference registrations, gifts and recognition, legal expenses, etc. Travel: Coordinate Executive Director travel plans including transportation and accommodations, including airfare, train, rental cars, hotel, Airbnb, etc. As needed, help coordinate travel plans for Board members that do not reside in NW Arkansas. Collaborate with Board members' assistants to confirm itinerary with airfare, housing, and ground transportation plans. Arrange and prepare detailed itineraries for domestic and international travel schedules, which may include both business and personal trips. Ensure that travel arrangements align with executive schedules, preferences, and organizational policies, while optimizing cost-efficiency and maintaining travel comfort. General Other Duties: Maintain an organized and accurate system of physical and digital record retention. Develop and maintain a professional relationship with staff, guests, volunteers, board members, and all stakeholders of the museum. Other duties as assigned. Minimum Qualifications: Education, Training, Traits: Bachelor's degree preferred. Working knowledge of generally accepted office management procedures and practices or specialized training. Highest ethics as they relate to all aspects of museum practices. Strong intrapersonal and communications skills, adaptable to different workstyles and personalities. Ability to understand and maintain the highest levels of confidentiality. Very flexible and helpful; some evening and weekend hours may be required. Serve in an on-call capacity to respond to urgent email or phone requests as needed. Work Experience: Minimum of five years' relevant administrative experience; non-profit experience preferred. Experience with presenting and supporting presentations (projectors, etc.) and slide presentation equipment. Experience with travel preparation preferred. Licenses and Certifications: Valid driver's license with clean driving record required. Willing and able to travel locally to assist with special events and meetings as needed. Skills and Abilities: Ability to maintain confidentiality and exercise discretion, with a strong capacity for adaptability and resilience in a fast-paced environment. Strong organizational and critical thinking skills to anticipate needs and manage multiple tasks in a dynamic environment. Excellent people and customer service skills that are based on courtesy and respect. Ability to work independently and collaboratively as a team player with a positive attitude of collaboration