Job Location

Position Summary

The Operations Administrative Assistant is responsible for performing a wide range of administrative tasks to include management of all forms of communication, scheduling, travel, budgets, and protocols related to the Director of Operations and Operations Department. Duties of this position are complex in nature; requiring the ability to work proactively, balance multiple tasks, and maintain considerable discretion and confidentiality in the handling of confidential information and sensitive matters.

Principal Responsibilities

Administrative Support

• Act as a liaison between Director of Operations and staff when appropriate

• Ensure, in the Director of Operations 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 the commitments made by the Director of Operations during meetings and arranges for implementation

• Track, organize, and distribute time sensitive materials

  
  

Communications

• Answer phone. Take messages or field/answer 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 brief Director of Operations regarding important issues or conflicts; prepare response as necessary

• 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 administrative office hours as needed

• Work with Director of Operations to generate monthly reports, board and annual reports or as directed for grants and publicity

  
  

Scheduling

• Assist with meeting scheduling, room booking and Outlook calendar management

• Establish appointment priorities or reschedule appointments or invitations using considerable judgment and discretion

• Assist as need in the scheduling of facilities, set-up and related activities for assigned events

  
  

Office Management

• Create and manage an organized and accurate file system

• Create, track, and process agreements, reports and surveys

• Organize documents for approval

• Perform general administrative duties such as filing, copying, supply ordering and tracking, mail distribution and general data entry

• Prepare and process departmental purchase orders

• Support the on-boarding of new staff with cross-departmental integration

• Provide general office support for department including back up support for phones, etc.

• Assist with departmental events in coordination with department director and managers.

  
  

Budget

• Prepare and process business expense reports and various other accounting forms

• Assist with preparation and administration of department operational budget and reporting activities

• Track, process, and regularly review departmental budget(s)

  
  

General Other Duties

• Serve as back-up to other administrative support staff as needed

• Run office errands as necessary

• Occasionally assist with evening and weekend special events as assigned

• Develop and maintain a professional relationship with staff, guests, volunteers and all stakeholders of the museum

• Other duties as assigned

  
  

Minimum Qualifications

Education, Training, Traits:

• Associate degree preferred.

• General knowledge of art history, music or performing arts a plus

• 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 arts administration 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 arts venue 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

• Strong guest services orientation a plus

  
  

Work Experience:

• Minimum of two years relevant administrative experience; nonprofit experience preferred

• Experience with presenting and supporting PowerPoint presentations (projectors, etc.) and slide presentation equipment, etc. required

  
  

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 individuals with disabilities to perform the essential functions. Sitting or leaning while on post will not be permitted.

• Physical demands: In the work environment described below, position requires working 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.

About the Momentary

The Momentary is a new contemporary art space that opened to the public on February 22, 2020, in downtown Bentonville, Arkansas. A satellite to Crystal Bridges, the Momentary presents visual, performing, and culinary arts. The mission of the Momentary is to champion contemporary art’s role in everyday life and explore the unfolding story of contemporary American arts in an international context by actively commissioning and exhibiting outstanding works that explore new ideas and inspire action. The Momentary was founded by the Walton family, based on the vision of Tom, Olivia, and Steuart Walton. The Walton Family Foundation is supporting this project as a way to enhance the quality of life in Northwest Arkansas. The Momentary welcomes all with free general admission. Additional offerings include an artist-in-residence program, culinary experiences including an Onyx Coffee Lab, indoor and outdoor gathering spaces, an outdoor festival space, and a gift store. For more information, visit theMomentary.org. The Momentary is located at 507 SE E Street, Bentonville, Arkansas 72712.