Senior Administrative Assistant and Project Coordinator

Overview

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. Crystal Bridges is a public non-profit charitable organization.

The Senior Administrative Assistant and Project Coordinator provides high‑level executive support to the Chief Communications & Marketing Officer (CCMO) and plays a key role in coordinating strategic projects across the Marketing & Communications division. This position is ideal for a highly organized, proactive, and detail‑oriented professional who thrives in a fast‑paced environment, balances multiple priorities with discretion, and communicates with warmth, clarity, and professionalism.

The role combines executive assistant responsibilities with project coordination, supporting a high‑performing team that drives storytelling, brand experience, and community engagement for Crystal Bridges and the Momentary.

Executive Support

• Manage and prioritize the CCMO’s complex calendar, ensuring timely confirmations, agenda preparation, and schedule alignment across internal and external partners.
• Coordinate meeting logistics, including room reservations, catering, technology needs, and preparation of materials.
• Draft, proofread, and prepare high-quality correspondence, presentations, reports, speaking notes, and briefing documents.
• Handle confidential information with professionalism and sound judgment.
• Manage travel arrangements, itineraries, confirmations, and related documentation.

Project Coordination

• Support strategic initiatives across the Marketing & Communications division by tracking project timelines, preparing status reports, coordinating cross‑functional collaboration, and monitoring follow‑ups.
• Assist with the coordination of large‑scale internal and external events, press engagements, and special projects led by the CCMO.
• Maintain project files, documentation, and communication systems for accuracy and accessibility.
• Serve as a liaison between the CCMO and internal teams, ensuring consistent communication flow and alignment.

Divisional Administrative Operations

• Prepare and process contracts, invoices, credit card reports, and administrative paperwork.
• Assist with budget tracking and monthly financial reporting in collaboration with department managers.
• Maintain organization-wide administrative templates, branded materials, and divisional communication tools.
• Assist in onboarding tasks for new team members, coordinating equipment, system access, and welcome materials.
• Manage digital and physical filing systems, ensuring organized, accessible, and up-to-date records.

Communications & Team Support

• Collaborate with the Creative and Communications teams to prepare and refine presentations, visual materials, and internal communications aligned with museum style guidelines.
• Support scheduling and agenda creation for divisional meetings, team updates, and cross‑departmental work sessions.

Cross‑Functional Administrative Collaboration

• Participate in administrative team meetings to ensure consistency of administrative operations across the museum.
• Provide back‑up support to other administrative staff and executives as needed.
• Assist with evening and weekend events as assigned.

Education & Training

• Bachelor’s degree in business administration, communications, arts administration, organizational management, or related field; or equivalent combination of education and experience.
• Working knowledge of office administration, project coordination, and communication practices.

Work Experience

• Minimum five years of relevant administrative experience; experience supporting executives strongly preferred.
• Project management experience preferred.
• Experience in marketing, communications, public relations, creative services, or nonprofit sectors preferred.
• Proficiency with scheduling and meeting management in a fast‑paced environment.
• Experience preparing and supporting PowerPoint presentations and event-related technology.

Skills & Abilities

• High proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Experience with…