Administrative Coordinator
3 days ago
Job Purpose:
To provide comprehensive administrative support to the exhibitions team
Key Result Areas:
- Maintain the planning, scheduling, and coordination of museum exhibitions, including timelines, project plans, and meeting coordination
- Maintain exhibition budgets, track expenditures, and process payments to vendors, artists, and contractors
- Ensure timely organization and documentation of all administrative tasks related to exhibitions, including liaising with internal teams and external partners
- Act as the primary administrative liaison between curatorial staff, external artists, contractors, and vendors
- Coordinate travel and accommodation arrangements for visiting artists, curators, and exhibit contributors
- Respond to inquiries regarding upcoming exhibitions and help prepare presentations for museum stakeholders
- Communicate and coordinate activities for exhibition-related meetings, events, and public programs
- Prepare meeting agendas, take minutes, and distribute notes for exhibition planning meetings with curatorial, design, and educational teams
- Support exhibit installation processes by managing logistics, such as transportation of artwork, procurement of materials, and coordination with vendors
- Assist in documenting exhibit installations and deinstallations for future reference and archival purposes
- Maintain up-to-date records for all exhibition-related documentation, including contracts, agreements, and permits required for exhibit installations
- Record and archive documentation related to exhibition planning, including contracts, agreements, and timelines
- Collaborate with curatorial teams to ensure administrative tasks align with the overall museography vision for exhibitions
- Support curators and exhibit designers by assisting with administrative tasks, such as cataloging exhibit materials and managing exhibit content
- Compile progress reports on exhibition projects, providing updates on timelines, budgets, and milestones
- Support the creation and management of exhibition labels, brochures, and multimedia guides
- Perform other reasonable tasks as assigned by supervisor
Minimum Knowledge, Skills & Experience:
- Bachelor's degree in museum studies, Arts Administration, Cultural Management, Business Administration, or a related field
- 2–5 years of relevant full-time work experience in exhibition planning, museum operations, or a related administrative role in the arts or cultural sector
- Experience in maintaining budgets and contracts
- Familiarity with museum exhibition logistics, including artwork transportation, installation, and documentation
- Strong project management skills with the ability to handle multiple tasks and prioritize actions under tight deadlines
- Proficiency in project management software, and familiarity with design tools or museum cataloguing software is a plus
- Administrative expertise, including preparing meeting agendas, taking minutes, compiling progress reports, and making travel arrangements
- Excellent writing skills with the ability to draft and edit a variety of written reports and communications and to articulate ideas clearly and concisely; Arabic proficiency is an advantage
- Proficiency in MS Office applications
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