Project Manager, Exhibitions and Collections

DHRM•Richmond, VA

2d•Onsite

About The Position

The Virginia Museum of Fine Arts (VMFA) is seeking a highly organized, proactive, and collaborative Project Manager for its Exhibition Planning Department. This role is responsible for managing assigned exhibitions, collection installations and rotations, loan-based projects, traveling exhibitions, and other initiatives. The Project Manager will independently oversee projects from early planning through installation, operation, deinstallation, and closeout, with guidance from leadership. Key responsibilities include managing project scope, schedules, budgets, stakeholders, resources, risks, documentation, and communications. The role involves leading meetings, identifying potential conflicts, following up on action items, and developing solutions for changing priorities. Success requires initiative, independence, attention to detail, strong follow-through, and the ability to manage diverse personalities and professional disciplines. The position partners closely with various internal departments (Curatorial, Registration, Conservation, Exhibition Design & Production, Art Handling, Editing, Interpretation, Programs, Marketing, Procurement, Facilities, Security) and external partners (lenders, vendors, contractors, institutions). Responsibilities also include maintaining project information in systems like Asana, SharePoint, and TMS, coordinating budgets, supporting contracts and procurement, coordinating approvals, and providing on-site support during installations. Domestic and international travel may be required.

Requirements

Demonstrated project management or project coordination experience involving multiple stakeholders, schedules, deadlines, and competing priorities.
Highly proactive and self-directed approach to work, with demonstrated ability to identify next steps, anticipate needs or risks, and move work forward with limited day-to-day supervision.
Demonstrated reliability, strong follow-through, and ability to take ownership of assignments and see projects and action items through to completion.
Strong work ethic, reliability, and demonstrated ability to take ownership of assignments and see projects and action items through to completion.
Excellent interpersonal and communication skills, including the ability to work effectively and diplomatically with individuals representing a wide range of roles, priorities, communication styles, and personalities.
Demonstrated ability to lead meetings, facilitate discussion, communicate decisions and next steps, and hold stakeholders accountable for project deliverables in a collaborative manner.
Strong judgment and problem-solving skills, including the ability to identify risks, evaluate options, adapt to changing circumstances, and escalate concerns appropriately.
Ability to work both independently and collaboratively in a fast-paced, deadline-driven, cross-functional environment.
Experience developing and managing project schedules and tracking project budgets.
Strong written communication and documentation skills.
Proficiency with standard office software and demonstrated ability to learn and effectively use project management, document management, and other technology systems.

Nice To Haves

Experience managing exhibitions, collections projects, gallery installations, or other complex projects within a museum, cultural, educational, design, construction, or similarly complex, cross-functional environment.
Knowledge of museum exhibition planning, collections care, registration, conservation, art handling, design, interpretation, or related museum workflows.
Experience coordinating project budgets, contracts, procurement activities, vendors, or consultants.
Experience working with external partner organizations, lenders, or traveling projects.
Experience with project and information management systems such as Asana, SharePoint, TMS, or comparable platforms.

Responsibilities

Manage assigned exhibitions, collection installations and rotations, loan-based projects, traveling exhibitions, and other initiatives.
Independently manage assigned projects from early planning through installation, operation, deinstallation, and closeout.
Oversee project scope, schedules, budgets, stakeholders, resources, risks, documentation, and communications.
Lead meetings and work sessions.
Identify potential conflicts or delays and follow up on decisions and action items.
Develop practical solutions when priorities, schedules, or project needs change.
Interact with a wide range of personalities and professional disciplines, leading meetings, asking questions, communicating concerns, building consensus, and maintaining productive working relationships.
Partner closely with Curatorial, Registration, Conservation, Exhibition Design & Production, Art Handling, Editing, Interpretation, Programs, Marketing, Procurement, Facilities, Security, and other departments, as well as lenders, vendors, contractors, and partner institutions.
Maintain accurate project information in systems such as Asana, SharePoint, and TMS.
Coordinate project and exhibition budgets.
Support contracts and procurement.
Coordinate approvals and deliverables.
Provide on-site support during installation and deinstallation periods.