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Key Responsibilities and Required Skills for Exhibitions Coordinator

💰 $48,000 - $65,000

Arts & CultureProject ManagementEvent PlanningLogistics

🎯 Role Definition

The Exhibitions Coordinator is the logistical backbone of our exhibition program, responsible for the end-to-end project management of temporary, traveling, and permanent installations. This individual serves as the central communication hub, liaising between internal departments (curatorial, education, marketing, facilities) and external partners (artists, lenders, vendors, guest curators) to ensure exhibitions are delivered on time, within budget, and to the highest standard. This role requires a blend of administrative precision, logistical prowess, and a deep appreciation for the arts, ensuring a seamless journey for artwork from concept to public display.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Exhibition Assistant or Intern
  • Gallery Assistant
  • Registrar's Assistant or Collections Assistant
  • Project Coordinator (in a related creative field)

Advancement To:

  • Exhibitions Manager
  • Senior Exhibitions Coordinator
  • Project Manager, Exhibitions or Capital Projects
  • Head of Exhibitions

Lateral Moves:

  • Collections Registrar
  • Event Manager
  • Curatorial Assistant

Core Responsibilities

Primary Functions

  • Spearhead the end-to-end logistical planning and execution for a diverse portfolio of exhibitions, from initial concept development through final de-installation.
  • Develop, manage, and meticulously track comprehensive project timelines, production schedules, and checklists for all phases of exhibition planning and implementation.
  • Serve as the primary logistical point of contact for artists, guest curators, institutional lenders, and touring venues, coordinating all related communications and requirements.
  • Prepare, administer, and manage all exhibition-related contracts, including loan agreements, artist contracts, fabricator agreements, and venue contracts.
  • Coordinate all aspects of art transportation, including domestic and international shipping, crating, customs brokerage, and fine art insurance (securing certificates of insurance).
  • Oversee and manage exhibition budgets, including tracking expenditures, processing invoices, reconciling accounts, and providing regular financial reports to leadership.
  • Plan and direct the installation and de-installation of artworks, coordinating with preparators, art handlers, facilities staff, and technology specialists.
  • Organize and manage all travel and accommodation arrangements for couriers, artists, and other exhibition-related personnel.
  • Collaborate closely with the curatorial team to understand the exhibition's vision and ensure all logistical elements support the curatorial and interpretive goals.
  • Act as the central communication hub for all exhibition-related activities, ensuring all internal stakeholders (Marketing, Education, Development, Visitor Services) are informed of key dates and project milestones.
  • Manage relationships with a wide range of external vendors, including designers, fabricators, printers, lighting specialists, and shipping agents, from sourcing to contract fulfillment.
  • Ensure the highest standards of art care and handling are maintained throughout the transport, installation, and duration of the exhibition, in line with museum best practices.
  • Draft and maintain comprehensive exhibition planning documents, condition reports, installation guides, and post-exhibition archival records.
  • Facilitate regular exhibition planning meetings, setting agendas, documenting key decisions, and tracking action items to ensure project momentum.
  • Coordinate with the facilities and security teams to assess gallery requirements, manage floor plan changes, and ensure the safety of artworks on display.

Secondary Functions

  • Support the marketing and communications teams by providing accurate exhibition information, image assets, and key dates for promotional materials and press releases.
  • Assist the development team by providing detailed information and budgets for grant proposals and donor reports related to the exhibition program.
  • Collaborate with the education and public programs departments to schedule and facilitate exhibition-related events, such as opening receptions, artist talks, and guided tours.
  • Maintain and update the master exhibition calendar and related databases (e.g., in TMS, FileMaker Pro, or Asana) with current and accurate information.
  • Conduct risk assessments for incoming loans and exhibition installations, identifying potential issues and developing mitigation strategies.
  • Participate in post-exhibition evaluation processes to identify successes, challenges, and opportunities for process improvement in future projects.
  • Research and vet potential new vendors, suppliers, and fabrication partners to expand the organization's network of resources.

Required Skills & Competencies

Hard Skills (Technical)

  • Exhibition Project Management: Proven ability to manage multiple complex projects simultaneously from conception to completion, on schedule and within budget.
  • Logistics Coordination: Expertise in coordinating complex fine art shipping, crating, customs, and insurance arrangements both domestically and internationally.
  • Budget Management: Proficiency in creating, tracking, and reporting on detailed exhibition budgets using software like Microsoft Excel.
  • Contract Administration: Experience drafting and managing contracts, including loan agreements, artist agreements, and vendor contracts.
  • Collections/Exhibition Management Software: Proficiency with museum-specific software such as The Museum System (TMS), ArtBase, FileMaker Pro, or similar databases.
  • Project Management Tools: Competency in using project management software such as Asana, Trello, or Microsoft Project to manage tasks and timelines.
  • Art Handling Standards: Strong knowledge of professional museum standards and best practices for art handling, installation, and collections care.

Soft Skills

  • Exceptional Organization & Attention to Detail: A meticulous and thorough approach to managing complex details, schedules, and documentation without losing sight of the big picture.
  • Communication & Interpersonal Skills: Excellent verbal and written communication skills, with the ability to act as a diplomatic and effective liaison between diverse groups of stakeholders.
  • Problem-Solving & Adaptability: Resourceful and calm under pressure, with the ability to anticipate challenges, troubleshoot issues in real-time, and adapt to changing priorities.
  • Negotiation: The ability to negotiate effectively and professionally with vendors, lenders, and other partners to achieve favorable terms.
  • Collaboration & Teamwork: A strong collaborative spirit and the ability to work effectively across different departments to achieve a common goal.
  • Time Management: Superior ability to prioritize tasks, manage deadlines, and work efficiently in a fast-paced, deadline-driven environment.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's Degree

Preferred Education:

  • Master's Degree

Relevant Fields of Study:

  • Art History
  • Museum Studies
  • Arts Administration
  • Project Management

Experience Requirements

Typical Experience Range:

  • 2-5 years of professional experience in exhibition coordination, registration, or project management within a museum, art gallery, or similar cultural institution.

Preferred:

  • Direct, hands-on experience coordinating the logistics for traveling exhibitions and/or complex, multi-lender exhibitions. Demonstrated success in managing budgets, contracts, and shipping for high-value artworks.
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