Exhibition Coordinator

The Huntington Library, Art Collections, and Botanical Gardens

San Marino, CA

The Huntington Library, Art Collections, and Botanical Gardens is a world-renowned humanities research and cultural institution surrounded by breathtaking gardens.  Originally the private estate of railroad magnate Henry Huntington, today it is one of Southern California’s “must see” cultural destinations with magnificent collections of rare books, manuscripts, and important works of art.

 

Summary

This position will support the Head of Exhibition Management in coordinating the exhibition program at the Huntington and Huntington touring exhibitions. Assistance will include coordinating special exhibitions to administrative support for department.  The position reports to the Head of Exhibition Management in Art Collections. The position will work with appointed staff from Advancement, Finance, Communications, Facilities, Custodial, Security, Preservation and Conservation, Education, Library, Art, Botanical, Publications, Technology and Information Systems and Bookstore, in addition to various types of contractors.

 

Essential Functions 

  • Assist with preparing and coordinating project scope worksheets, work breakdown structure documents, and implementation schedule for special exhibitions. Implementation schedule includes deadlines and production schedule for larger institutional team with coordinator’s focus on implementing the exhibition within the gallery at The Huntington.
  • Assist with coordination of touring exhibitions with venues, this includes working with curators on exhibition tour proposals, drafting correspondence, preparation and tracking of contracts for touring exhibitions, including issuing invoices, tracking payments and compiling necessary reports. Assist with preparation of exhibition tour schedule and reconciliation, working closely with registrars and other depts. as needed.
  • Coordinates exhibition projects as assigned from inception of exhibition through opening and close of exhibition.
  • Prepare publicity reports or other reports as required by lenders, organizing venues, participating venues or internal departments at the Huntington.
  • Manage and provide administrative support on projects and initiatives, including developing and implementing plans, coordinating efforts, maintaining systems, tracking progress, preparing reports, facilitating communication, and following up on action items.
  • Perform administrative duties required to maintain effectiveness and efficiency of Exhibition department including streamlining procedures, processing invoices, ordering supplies, and organizing and maintaining files.
  • Assist supervisor with preparation, tracking, and periodic review of exhibition budgets, in preparation of regular Finance meetings.
  • Organize and coordinate meetings as needed and as directed including reserving location, taking notes, providing necessary summaries, and identifying follow-through on action items after meetings.
  • Other duties may be assigned as determined by the unique needs of the given project.

 

Qualifications

  • Minimum of a Bachelor’s Degree in Art, Art History, Museum Studies, or a related field.
  • Excellent communication skills, including oral, written, editing and proofreading. Demonstrated ability to compose routine business correspondence with correct grammar, spelling, and punctuation.
  • Highly organized, efficient, and attentive to detail, with excellent follow-up skills.
  • Self-starting, resourceful, proactive, and motivated in performing and excelling in responsibilities.
  • Skill in organizing work, defining tasks, setting priorities, working independently and following through on all assignments with minimal direction.
  • Ability to work in fast-paced environment, under pressure and on multiple projects at one time.
  • Ability to prioritize and adjust heavy workload, manage a variety of tasks, and meet various deadlines with changing priorities, frequent interruptions, and conflicting deadlines.
  • Excellent interpersonal skills to interact diplomatically and establish and maintain cooperative working relationships internally and externally.
  • Creative problem-solving skills, with meticulous attention to detail.
  • Ability to discreetly and tactfully recognize and handle sensitive and confidential information.
  • Strong computer skills, including proficiency with Microsoft Office.
  • Maintain and preserve appropriate and orderly filing systems.

 

Experience

  • Minimum of two years of experience in a museum or art gallery.

 

Working Conditions

  • Normal office environment.  Much of incumbent's work is performed on a personal computer.

 

How to Apply

  • Apply online at huntington.org
  • Please include a cover letter along with a resume when applying online.

 

Equal Employment Opportunity

The Huntington considers all qualified applicants for employment without regard to race, religion, color, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

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