Senior Administrative Assistant and Project Coordinator, Development

CB700 Crystal Bridges - Museum of American Art, Inc.; United States; On-site; USD 55,000 - 75,000; Full time

Job summary

Crystal Bridges Museum of American Art is seeking a Senior Administrative Assistant and Project Coordinator, Development in Bentonville, Arkansas. You will provide executive support to the Chief Development Officer, coordinating multiple projects and donor activities in a fast-paced museum environment.

Responsibilities include managing calendars, preparing briefs, coordinating travel, and drafting proposals and reports while maintaining confidentiality and high professional standards.

Qualifications

• Minimum five years of relevant administrative experience; nonprofit experience preferred.
• Project management experience required; familiarity with administrative systems and planning.

Responsibilities

• Provide high‑level administrative support including correspondence, scheduling, filing, and expense reports.
• Support the Chief Development Officer with donor portfolio management and crafting donor communications.
• Prepare reports, proposals, and presentations; assist with grant materials and stewardship efforts.
• Coordinate travel, accommodations, itineraries, and related correspondence.
• Manage calendars, set priorities, reschedule as needed, and prepare meeting briefs.

Skills

Administrative experience

Project management

Microsoft Office

Tessitura CRM

Communication skills

Attention to detail

Discretion/confidentiality

Driver’s license

Typing 55 wpm

Tools

Tessitura CRM

PowerPoint

MS Office

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: Position Title: Senior Administrative Assistant and Project Coordinator, Development Reports to: Chief Development Officer FLSA Classification: Non-Exempt Location: Bentonville, Arkansas (On-site) Date Reviewed: 09/29/2026

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 spirit in a setting that unites the power of art with the beauty of nature. Founded by philanthropist Alice Walton in 2005, the museum opened in 2011 and is a public, non-profit charitable organization with free admission. In June 2026, Crystal Bridges’ 114,000 square foot expansion opened to the public, allowing the museum to expand access for all. 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.

About The Position

The Senior Administrative Assistant and Project Coordinator, Development is a highly organized and service-oriented professional who provides executive, administrative, clerical, writing, and project management support for the Chief Development Officer. This role coordinates multiple projects in a fast-paced environment while ensuring accuracy and attention to detail and providing personalized and professional customer service to both internal colleagues and external constituents. The position supports the Chief Development Officer and the Development function by coordinating complex administrative activities and projects, maintaining effective communication and organization, and helping ensure priorities are advanced accurately and efficiently. The role works closely with internal colleagues and external constituents to support the Chief Development Officer’s priorities and the department’s work. Success in this role requires considerable discretion in handling confidential information and sensitive matters, the ability to work proactively and balance multiple tasks, strong attention to detail, and effective collaboration. The Senior Administrative Assistant and Project Coordinator helps ensure administrative activities and projects are managed with accuracy, efficiency, and a high level of professional service.

Essential Duties and Responsibilities

• 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 Chief Development Officer 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 Chief Development Officer.
• 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 meeting briefs in advance for the Chief Development Officer.
• 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 Chief Development Officer.
• Serve as part of an executive administrative team providing back‑up as needed to other support staff and executives.
• Perform other duties and responsibilities as assigned to support evolving organizational needs.

Qualifications and Requirements

• Education and Experience Minimum of five years relevant administrative experience; nonprofit experience preferred. Working knowledge of generally accepted office management procedures and practices or specialized training. 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.
• Skills and Abilities 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. 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. 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. 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.

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. All offers of employment are contingent on successful completion (where permitted by state law) of a confidentiality agreement and background check. In addition, the employee must provide proper identification verifying eligibility to work in the United States.

Art and Wellness Enterprises (AWE) provides professional support services in the areas of campus management, communications, finance, human resources and technology for these non‑profits founded by Alice Walton: Alice L. Walton Foundation is a grant‑making institution working to enhance the quality of life for individuals by providing access to offerings that improve well‑being and create diverse and inclusive communities. Alice L. Walton School of Medicine is a four‑year, medical degree‑granting program that enhances foundational sciences and clinical practices with a compassionate and whole‑person approach to care. The School has been granted preliminary accreditation status by the Liaison Committee on Medical Education and welcomed its inaugural class in 2025. Art Bridges Foundation works to get great works of American art out of storage and into communities. Through partnerships with museums of all sizes across the United States, it creates and supports arts programs that educate, inspire, and deepen engagement with local audiences. Crystal Bridges Museum of American Art is a museum offering free admission to a world‑class collection of American art, stunning architecture and five miles of sculpture and walking trails. Momentary is a satellite contemporary art space to Crystal Bridges. This adaptive reuse project turned a decommissioned cheese factory into a place for visual and performing arts, festivals, artists‑in‑residence, culinary experiences, and more. Heartland Whole Health Institute is a non‑profit that addresses physical, mental, emotional, and social well‑being by working with health systems, employers, and communities to redesign health care delivery. Bentonville Institute of Technology is a non‑profit, business‑infused university in Bentonville, supported by the Walton family. Built from the ground up, it integrates AI across curriculum, research, and operations while embedding industry and experiential learning throughout the student experience. It aims to be a national model for STEM education in the age of AI.

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