Administrative and Curatorial Coordinator

About the role

This museum role provides executive-level support to both the Director and Senior Curator. The position requires sound judgment, discretion, and the ability to manage competing priorities across administrative, curatorial, and board operations while serving as a trusted liaison for senior staff, donors, and the public.

Responsibilities

• For the Director:
  • Serve as liaison between senior staff and external partners, representing the institution professionally.
  • Provide timely and responsive scheduling, adjusting commitments based on shifting priorities and institutional objectives.
  • Draft correspondence and both internal and public-facing documents.
  • Reconcile and process expense reports.
  • Prepare and coordinate materials (meeting agendas, PowerPoint presentations, and supporting documents) for quarterly Board and Committee meetings.
  • Proactively identify and implement process improvements in administrative workflows with minimal oversight.
  • Research and synthesize information to support the Director’s strategic initiatives and decision-making.
  • Identify and implement operational efficiencies independently.
  • Coordinate VIP visits and prepare selected mailings.
• For the Senior Curator:
  • Compose and edit exhibition-related documents (checklists, loan request letters, exhibition prospectuses, didactic texts) and assist in maintaining exhibition files.
  • Write selected social media posts about artists in the collection.
  • Schedule group online meetings and coordinate external meetings and site visits as requested; assist with managing Teams channels for exhibitions.
  • Manage and respond to public inquiries sent to the museum’s general email and phone line.
  • Manage cross-departmental projects to ensure timelines, deliverables, and communications remain on track.
  • Monitor art auctions for potential acquisitions.
  • Arrange artist travel as needed.
  • Assist with special projects assigned by the Director and Senior Staff.

Qualifications

• Bachelor’s degree in Art History, Museum Studies, English, Business Administration, or a related field; advanced degree or equivalent professional experience preferred.
• Minimum of 2–4 years of progressively responsible administrative, project management, or operations experience in an art museum setting.
• Demonstrated ability to work independently and proactively in a fast-paced environment, anticipating needs and managing shifting priorities with minimal supervision.
• Exceptional oral and written communication skills with the ability to represent the institution diplomatically to high-level stakeholders, donors, and the public.
• Proven track record of exercising sound judgment, discretion, and confidentiality in handling sensitive matters.
• Strong strategic thinking and problem-solving skills, with the ability to recommend and implement process improvements that enhance organizational efficiency.
• Project management experience, including the ability to coordinate complex initiatives across multiple departments and manage competing deadlines effectively.
• Proficiency with Microsoft Office Suite (Teams, Word, Excel, PowerPoint, and Outlook) and the ability to quickly learn and apply new technologies.
• Experience preparing high-quality written materials, presentations, and reports for internal and public audiences.

Pay

$55,000–$57,000 per year