Traveling Exhibitions Project Coordinator

Art and Wellness Enterprises•Bentonville, AR

5d•Onsite

About The Position

The Traveling Exhibitions Project Coordinator supports the successful planning and implementation of Art Bridges' Traveling Exhibitions program by managing logistics, timelines, and partner communications across a portfolio of exhibitions. Working closely with internal teams and external partners, this role takes on complex projects involving multiple stakeholders and nuanced deliverables, leads high-priority initiatives, and assists in fulfilling the art sharing mission of the foundation. Success in this role requires strong organizational skills, attention to detail, and the ability to manage multiple exhibition-related priorities simultaneously. The role also requires effective communication, adaptability in a fast-paced environment, and a collaborative, solutions-oriented approach to supporting complex projects and partner relationships.

Requirements

Bachelor's degree in fine art, art history, museum studies, arts administration, or a related field preferred. Equivalent combination of education and relevant professional experience may be considered.
3+ years of experience and proven success managing complex projects, coordinating competing priorities, and meeting deadlines in a fast-paced work environment required; experience in a museum and/or gallery setting preferred.
Prior experience managing exhibitions, project budgets, and cross-functional coordination required; experience assisting with art handling and installation, an understanding of condition reporting processes, familiarity with gallery layouts, and knowledge of current museum standards and best practices preferred.
Strong analytical and problem-solving skills with attention to detail and risk awareness.
Excellent organizational skills with the ability to organize, prioritize, track, and coordinate multiple projects and information with accuracy.
High degree of initiative, discretion, and reliability.
Strong communication and interpersonal skills with the ability to work effectively with diverse internal and external stakeholders.
Enthusiasm for expanding access to American art and engaging communities across a wide range of backgrounds and experiences.
Proven ability to coordinate cross-functional teams and external partners to meet project goals and timelines while supporting a collaborative work environment.
Proven ability to coordinate multiple concurrent projects, manage shifting priorities, and meet deadlines in a fast-paced environment.
Proficiency in Microsoft 365 applications, including SharePoint, Word, Excel, Teams, and PowerPoint.
Experience with or the ability to quickly learn specialized software systems, such as TMS, Workday, Asana, Orange DAM, Salesforce, Adobe, Canva, Confluence, and Trainual.
Ability to work both independently and collaboratively within a multidisciplinary team.
Ability to thrive in a fast-paced, ever-changing environment, remaining adaptable and resilient.

Nice To Haves

experience in a museum and/or gallery setting
experience assisting with art handling and installation
an understanding of condition reporting processes
familiarity with gallery layouts
knowledge of current museum standards and best practices

Responsibilities

Work collaboratively with organizers, lenders, and borrowers to facilitate the planning and implementation of traveling exhibitions.
Serve as the point of contact for partner institutions and internal collaborators on projects in your portfolio.
Develop and implement project plans, timelines, and milestones in collaboration with project stakeholders.
Facilitate meetings, prepare agendas, and capture and distribute meeting notes to ensure all participants are informed.
Develop tour budgets in collaboration with stakeholders and obtain project quotes.
Track project expenses and resources, working with relevant departments to ensure efficient use and reporting.
Process project invoices and ensure payments are completed in a timely manner.
Monitor project progress, ensuring adherence to deadlines and flagging any delays or issues for resolution.
Foster strong interdepartmental relationships to enhance project success and streamline communication.
Adapt and review contracts and ensure organizing institutions and borrowing venues comply with contract terms.
Aggregate and disseminate exhibition materials to venues, including budgets, checklists, interpretation materials, images, and installation information.
Assist with marketing exhibitions and securing venues.
Assist with venue funding applications, the review process, and budget feedback.
Maintain and archive project data in Asana, SharePoint, and Salesforce databases.
Assist with department interns.
Perform other duties and responsibilities as assigned to support evolving organizational needs.