Position is responsible for performing a wide range of administrative tasks to include management of all forms of communication, scheduling, travel, budgets, and protocols related the offices of the Deputy Director, Museum Relations, and the Museum Relations branch. Duties of this position are complex in nature, requiring considerable discretion and confidentiality in the handling of confidential information and sensitive matters; and the ability to work proactively to balance multiple tasks.
Principle Responsibilities (Essential Functions)
Administrative Support
Represent supervisor through telephone and personal contacts.
Act a liaison between supervisor and staff; coordinate special projects.
Ensure, in the supervisor’s absence, that requests for action and information are furnished in a timely manner.
Assess the urgency and importance of situations and take appropriate action.
Note commitments made by supervisor during meetings and arranges for implementation.
Read publications, regulations, and directives and take action or refer important matters to supervisor as necessary.
Communications
Answer phone. Take messages or fields/answers all routine and non-routine questions. Work in cooperation with other support staff.
Compose and type correspondence involving complex and non-routine matters.
Review content of incoming materials and specially gathered data and briefs supervisor regarding important issues or conflicts. Prepare response as necessary.
Establish systematic formats and procedures for inter-office and external communication.
Coordinate creation and timely distribution of materials and agendas for established meetings.
Serve in an “on call” capacity to answer urgent emails and/or phone calls outside of Museum administrative office hours as needed.
Scheduling
Manage calendar systems including appointments and timely confirmations and notifications.
Establish appointment priorities or reschedule appointments or invitations using considerable judgment and discretion.
Office Management
Create and manage an organized and accurate file system.
Establish office protocols. Advise supervisor regarding the need for revisions in administrative procedures and policy when necessary.
Create, track, process, and review agreements, reports and surveys.
Organize documents for approval.
Budget
Prepare and process business expense reports.
Track, process, and regularly review departmental budget(s).
Travel
Coordinate travel plans including transportation and accommodations.
Arrange and prepare detailed travel schedules.
General Other Duties
Serve as back-up to other Museum administrative support staff as needed.
Run office errands as necessary.
Assist with evening and weekend special events as assigned.
Minimum Qualifications
Education, Training, Traits:
High School diploma or GED
Minimum of two years college coursework; or two years of specialized training in office procedures or related field.
Working knowledge of generally accepted office management procedures and practices.
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 new 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.
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 .
Licenses and Certifications:
Valid Arkansas 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 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.
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
Ability to multi-task and think critically in a busy work environment
Able to creatively and effectively problem solve.
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. Work space 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.
Compensation
Crystal Bridges offers a competitive compensation package.
Application
To be considered for candidacy for this position, apply below.
No phone calls please.
The successful candidate will be required to pass a routine background and consumer credit check and drug screen.
AN EQUAL OPPORTUNITY EMPLOYER
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