Convening Coordinator

Job Title:

Convening Coordinator

Reports To:

Strategic Projects Senior Manager

Location:

Bentonville, Arkansas (On-site)
FLSA Classification:
Non-Exempt

Art Bridges Foundation is the vision of philanthropist and arts patron Alice Walton. Since 2017, Art Bridges has created and supported projects that bring outstanding works of American art out of storage and into communities. Art Bridges partners with a growing network of over 250 museums of all sizes and locations—impacting more than 20 million people across 50 states and Puerto Rico—to provide financial and strategic support for exhibition development, collection loans, and programs designed to educate, inspire, and deepen engagement with local audiences.

The Art Bridges Collection represents an expanding vision of American art from the 19th century to present day and encompasses multiple media and voices. For more information, visit artbridgesfoundation.org.

The Convening Coordinator plays a key role in supporting Art Bridges–led Convenings—multi-day, in-person events that bring together external partners to explore core convening topics, engage with speakers, and collaborate on new approaches to visitor engagement. Convenings typically host between 30 and 100 attendees and require a high level of coordination, cross-team alignment, and on-site support throughout the event.

This role ensures the successful planning and execution of multiple Convenings each year, as well as selected internal events. Working closely with the Strategic Projects Senior Manager, the Convening Coordinator manages logistics, maintains project documentation, and supports clear and consistent communication across departments, with external vendors, and with partner organizations.

The Convening Coordinator also partners closely with the Directors responsible for each Convening, serving as their primary point of contact and delivering exceptional customer service to internal and external stakeholders. Success in this role requires strong organization, outstanding attention to detail, and a personable, service-oriented approach.

• Plan and execute multiple Convenings and events simultaneously, coordinating with departmental teams and managing event-related budgets as directed.
• Serve as a liaison between Art Bridges departments and external partners, including Crystal Bridges, Art and Wellness Enterprises, hotels, caterers, transportation providers, and travel agents, to ensure seamless event coordination.
• Develop and maintain detailed project plans, timelines, checklists, and task assignments in partnership with the Strategic Projects Senior Manager, and track progress to ensure timely completion of all Convening deliverables.
• Partner with the Director responsible for each Convening to build and maintain detailed schedules; drive task completion; and coordinate logistics such as event spaces, catering, transportation, lodging, volunteers, and Convening activities.
• Coordinate scheduling, preparation, and logistics for Convening-related meetings and communications with internal and external stakeholders.
• Serve as the primary on-site point of contact during Convenings, overseeing all logistics and day‑of coordination. Attendance is required for all Convening activities and may include some evening and occasional weekend hours.
• Respond promptly to email correspondence and ensure timely follow‑up on meeting action items.
• Maintain project documentation, including meeting notes, action item lists, checklists, schedules, and status updates.
• Maintain accurate project records by entering, updating, and tracking information in Asana, Salesforce, and other project management systems to support Convening logistics and program deliverables.
• Facilitate clear and timely communication among internal stakeholders across multiple departments and across the Ecosystem to ensure successful Convening execution.
• Support planning and execution of large internal events, such as the Art Bridges Summer Party and Holiday Party.
• Coordinate logistics for Art Bridges All‑Staff Meetings, including calendar holds and invitations, room reservations, speaker coordination,…