Exhibitions Project Coordinator

Salary:
$65,000.00 To $75,000.00

Summary:

The Exhibitions Project Coordinator is the administrative lead for a busy division, supporting the successful planning, development, and execution of exhibitions at International Spy Museum. Working under the Vice President of Exhibitions and Collections, this position manages project timelines, coordinates cross-departmental collaboration, tracks department and individual project budgets and contracts, and ensures administrative efficiency. The Exhibitions Manager also serves as a key liaison among curatorial, collections, design, internal departments and external vendors to ensure the smooth implementation of exhibitions that align with the museum’s mission and standards.

Key Responsibilities

Project Coordination

• Develop and maintain detailed exhibition timelines and task trackers for multiple concurrent projects
• Coordinate meetings, prepare agendas, document decisions, and track action items for internal and external exhibition partners
• Monitor project milestones and deliverables; proactively flag risks or delays
• Support exhibition installation logistics, including scheduling, coordination with other divisional stakeholders and vendors

Administrative Support

• Draft and process contracts, purchase orders, and payments in collaboration with finance and legal teams
• Maintain organized records of all exhibition-related documentation, including budgets, correspondence, contracts, and design files
• Track exhibition departmental and project budgets in coordination with the Director of Exhibitions and Finance team; manage and reconcile invoices and expenses
• Learn the EOS system, manage weekly department meetings and department’s vision/traction organizer
• Schedule quarterly conversations with the VP and each team member
• Contribute to, track and manage department’s five year, annual and quarterly goals

Internal and External Communications

• Act as a central point of contact for exhibitions project communications
• Liaise with departments including Curatorial, Collections, Programs, Marketing, IT, Guest Services, Video Productions and Facilities to ensure project alignment and resource planning
• Communicate with donors, lenders, contractors, and partners as needed to facilitate planning and logistics

Other Duties

• Assist with exhibition evaluation efforts, post-project documentation, and reporting
• Support traveling exhibitions and special projects as needed
• Perform other duties as assigned to advance departmental goals

Qualifications

Education and Experience

• Bachelor’s degree in art history, history, museum studies, arts administration, or a related field
• Minimum 3 years of experience in project coordination and administrative support, preferably in a museum, gallery, or cultural institution setting
• Certificate in project management a plus

Skills and Competencies

• Strong project management and organizational skills, with attention to detail and deadlines
• Familiarity with exhibition development processes and museum workflows
• Excellent written and verbal communication skills
• Ability to manage multiple priorities in a fast-paced environment
• Professionalism and discretion when working with confidential information and high-level stakeholders
• Proficiency in Microsoft Office Suite; experience with project management tools (e.g., Asana, Trello, Smartsheet) a plus
• A collaborative spirit and a proactive, problem-solving mindset

Work Environment and Physical Demands

• Primarily an office-based position, with occasional work in galleries and exhibition spaces
• Must be able to lift up to 25 lbs occasionally and assist with moving light exhibition materials as needed
• Occasional evening or weekend hours may be required during exhibition installations or event

To Apply

To Apply, please submit a cover letter and resume to the Exhibitions Project Coordinator Form.

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