Exhibition Coordinator

Published on 24 March 2024

Qualifications for the Exhibition Coordinator

• A Bachelor’s degree in art history, curatorial studies, art management, design, architecture, or interior architecture is essential. A Master’s degree is preferable.
• Candidates must have a minimum of 5 years’ experience in a similar role.
• The role requires exceptional organizational and administrative skills. Candidates should be able to work both independently and as part of a team.
• Experience in project coordination and multitasking is necessary.
• Strong communication skills, both in writing and speaking, are crucial. Candidates should also have excellent interpersonal and problem-solving abilities.
• The job demands strong organizational and project management capabilities.

Core Responsibilities

• Act as the main point of contact for clients regarding deliveries, installations, and special projects. This may involve traveling with loans and exhibitions as needed.
• Assist in the installation and de-installation of borrowed works.
• Take on the lead role in managing assigned exhibitions and projects. This includes overseeing the entire process, ensuring milestones are met, maintaining team communication, managing the budget, and implementing plans.
• Lead the development of exhibition checklists in collaboration with the curatorial and design departments. Organize and lead planning and implementation meetings with various departments.
• Ensure effective communication among all parties involved in exhibitions. Keep track of the scope and budget in relation to time and resources.
• Schedule meetings, set agendas, and share information regularly to keep all stakeholders informed and engaged.
• Prepare high-level budget estimates and work closely with the Finance department on the final exhibition budget. Monitor actual expenses versus the budget and report on the final project costs.
• Participate in regular forecasting meetings with the department and Finance.
• Approve all invoices related to assigned exhibitions.
• Oversee the exhibition’s implementation on-site, including conducting regular meetings, monitoring activities, and managing budgets.
• Address any issues during the installation of the exhibition and inform senior staff about significant decisions to ensure timely and goal-oriented completion.
• Manage the use of assigned exhibition spaces during both the changeover and the exhibition period.