Convening Coordinator

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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, meeting room setup/cleanup, and catering needs.
• Perform other duties as assigned.

• Bachelor’s degree in business administration, management, communications, hospitality, arts administration, or a related field preferred.
• 1-3 years of experience providing administrative support, coordinating projects, or related roles, with event planning and resource allocation experience preferred. Exposure to project management methodologies is a plus.
• Experience working in collaborative, cross-functional environments required; experience in nonprofits, foundations, museums, or cultural institutions preferred. Familiarity with event coordination, partner-facing programs, or programmatic support is a plus. Interest in arts-focused mission-driven work is required.
• Proficient in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Experience with Asana, Salesforce, Workday, Adaptive, or similar technology platforms preferred, along with the ability to learn new software applications.
• Demonstrated competence in tracking, coordinating, and following up on competing priorities and deadlines, with strong organizational and time management skills.
• Excellent interpersonal and customer service skills, with the ability to interact professionally with internal and external stakeholders.
• Natural problem solver with the ability to proactively resolve issues in fast-paced, dynamic environments.
• Detail-oriented, reliable, and accountable, with the ability to work independently and self-motivate as part of a team.
• Adaptable and flexible when working with individuals across various roles and responsibilities.
• Excellent written, verbal, and presentation communication skills.
• High level of professional integrity and the ability to handle sensitive and confidential information with discretion.

The physical demands and work environment characteristics described here are representative of those required by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

Physical Demands: In the work environment described, position requires utilizing a computer and a telephone for prolonged periods of time and good eye/hand coordination, bending and stretching, and physical stamina to lift and transport a minimum of 10 pounds. Visual acuity to review written materials is required for this job.

Work Environment: Work is performed full-time (Monday-Friday, 8 a.m.-5 p.m.) in a professional, climate-controlled office environment with standard office equipment, including computers, printers, and telephones. This role requires working in an open setting near colleagues. The noise level is typically low to moderate. The role also requires regular interaction with both the public and internal team members in a professional and courteous manner. Some travel will be required, including overnight trips on occasion. A flexible schedule may be necessary to accommodate business needs, including occasional evening and weekend work hours.

At Art Bridges, diversity, equity, accessibility, and inclusion are central to all work and decisions made within our organization. We support our colleagues and partners in learning and growing together to make this important work part of our daily lives.

Art Bridges is an equal opportunity employer and is committed to building and maintaining a culturally diverse workplace that is free of discrimination and harassment of any kind. We encourage all qualified applicants including 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, veteran status, or any other status protected by the laws or regulations in the locations where we operate.

All offers of employment are contingent on your successful completion (where permitted by state law) of a confidentiality agreement and background check. In addition, you will need to provide proper identification verifying your eligibility to work in the United States.