Coordinator, Exhibitions

Dallas Arboretum & Botanical Garden•Dallas, TX

About The Position

The Coordinator, Exhibitions supports the planning, coordination, and execution of the Arboretum's exhibition portfolio, including recurring seasonal exhibitions and large-scale temporary exhibitions that advance the Arboretum's mission and enhance the guest experience. The Coordinator provides project coordination and administrative support throughout the exhibition lifecycle, helping ensure projects remain organized, on schedule, and aligned through effective communication, documentation, and collaboration with internal departments and external partners.

Requirements

Applicable experience coordinating projects, events, operations, or administrative functions in a fast-paced, collaborative environment.
Demonstrated ability to manage multiple priorities, coordinate competing deadlines, and maintain exceptional attention to detail.
Excellent written, verbal, and interpersonal communication skills.
Commitment to the Dallas Arboretum's mission and collaborative, guest-focused culture.
Proficiency with Microsoft Office Suite and project management software.
Ability to work occasional evenings, weekends, and holidays as required.
Ability to successfully complete all pre-employment requirements, including a background check and drug screening.

Nice To Haves

Bachelor's degree in business administration, project management, museum studies, arts administration, communications, or a related field preferred.
Experience in a public garden, museum, cultural institution, visitor attraction, performing arts organization, or similar experiential environment preferred.
Experience coordinating vendors, contractors, consultants, or other external partners preferred.

Responsibilities

Coordinate day-to-day planning and execution activities for multiple exhibition projects.
Maintain project schedules, timelines, documentation, and action item logs, while monitoring project milestones and following up with departments and external partners to ensure timely completion of deliverables.
Prepare project plans, implementation schedules, and logistics for exhibition projects.
Coordinate exhibition installation, operation, maintenance, and deinstallation activities to support exhibition readiness and a high-quality guest experience.
Coordinate cross-departmental communication to ensure alignment throughout the exhibition lifecycle.
Schedule project meetings, prepare agendas, document decisions and action items, and follow up on outstanding items to support timely project execution.
Coordinate communication, logistics, and project activities with exhibition studios, artists, consultants, vendors, contractors, and other external partners.
Coordinate site visits, meetings, contract administration, purchase requests, and vendor documentation.
Maintain files, templates, project management resources, and other departmental documentation.
Assist in developing departmental procedures, templates, and project management tools.
Assist with budget tracking, procurement, invoice processing, and financial reporting.
Recommend process improvements that enhance efficiency and project delivery.
Provide administrative and project support to the Exhibitions Department.
Perform other duties and special projects assigned by the Director of Exhibitions and/or in support of the Chief Operating Officer.