Administrative Assistant - Art Bridges Foundation

Job Title

Administrative Assistant

Job Description

Art Bridges is seeking a skilled, highly motivated and detail oriented individual to join the team as an Administrative Assistant. You will provide administrative and clerical support to the CEO of Art Bridges and the Art Bridges team.

About the Position
In this highly collaborative work environment, the duties of all Art Bridges team members will evolve over time to accommodate a new, growing organization. The duties require considerable discretion in the handling of confidential information and financial matters.

What you will do
You will assist with staff communications, the Board of Art Bridges and partners. You will provide support to team members and may take on special projects.

• Assist with meeting scheduling and Outlook calendar management
• Prepare, process and/or route financial documents; log expenses and monitor spending against operating budgets
• Coordinate travel plans including transportation, accommodations and itineraries
• Process receipts and complete monthly mileage and expense reports
• Log and organize communication from other museums and provide updates
• Perform general administrative duties such as filing, copying, scanning, managing phones, supply ordering and tracking and data entry
• Handle internal and external correspondence, including Art Bridges general email account and mail distribution
• Work with CEO and team to generate reports, newsletters and PowerPoint presentations
• Take and distribute meeting notes
• Assist with departmental events and special projects
• Serve as a point of contact for the Art Bridges team
• Other duties as assigned

Who we are looking for
This position requires considerable discretion, excellent communications skills and the ability to work proactively to balance multiple tasks. The ideal candidate is professional, pleasant, detail oriented, and passionate about our mission to share American art with all.

Personal attributes that support your success
• You are flexible and have the ability to pivot
• Ability to work with incomplete information
• Professional presence
• Excellent interpersonal skills; communicate with courtesy and respect
• Ability to work independently and with initiative

Physical demands
Occasionally, while performing the duties of this job, the employee is required to drive a vehicle to pick up supplies. In the work environment described below, position requires works 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 to a height of at least three feet and as appropriate for the demands of the office. Visual acuity to review written materials is required for this job.

Work environment
Work will be performed in an office environment, museum spaces, and in communities served. Infrequently, work outside of regular hours may be required. The noise level in the Museum work environment is usually low to moderate.

About the Art Bridges Foundation
Art Bridges is a new foundation, founded by Alice Walton, whose mission is to share outstanding examples of American art with those that have limited access to them. Art Bridges organizes and administrates exhibitions of American art for display at public and academic art museums of all sizes. These exhibitions draw from Art Bridges’ growing collection, and the collections of partner institutions, foundations, and private collectors.

The exhibitions supported by Art Bridges are engaging, content-rich, and include in-depth educational and interpretive materials. They range from single-object loans to fully developed thematic exhibitions, and include support for programming, community outreach, audience engagement, and meaningful evaluation.

As a growing organization, Art Bridges contracts directly with Crystal Bridges Museum of American Art to provide expertise and services vital to the care of its collection, and launching major initiatives. Presently, Art Bridges has fewer than five (5) staff members, and it is time to expand the team as the program is growing rapidly.

Walton Enterprises is an equal opportunity employer and is committed to building and maintaining a culturally diverse workplace. We encourage women, minorities, individuals with disabilities and veterans to apply. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status of protected veteran, among other things or status as a qualified individual with a disability.

Basic Qualifications

• High School diploma or GED
• Excellent writing and accurate data entry skills
• 1+ years relevant administrative experience
• Valid Arkansas driver’s license required
• Solid knowledge of office administration functions
• Proficiency in the use of Microsoft Office applications including Outlook, Word, OneNote, Excel, PowerPoint; and software such as FilemakerPro and facility with standard office equipment including copiers, computers, and other office technology required, or demonstrated ability to learn
• Experience with data entry and financial software such as PowerPlan and Financial Edge; willingness and ability to learn specialized Museum software
• Strong organizational and time management skills
• Excellent oral and written communications skills that include business correspondence
• Demonstrated English skills in accuracy, grammar, spelling, and attention to detail required