Traveling Exhibitions Coordinator

Position: Traveling Exhibitions Coordinator
Department: Collection Loans and Exhibitions
Reporting to: Director, Collection Loans and Exhibitions
Location: Bentonville, AR

Art Bridges Foundation is seeking a skilled, highly motivated professional to join our Traveling Exhibits department. This position requires excellent communication and project management skills. Candidates should demonstrate prior success supporting multiple projects with overlapping timelines and tracking budgets. The ideal candidate will be a born diplomat and committed to inclusivity.

About Art Bridges

Art Bridges is the vision of philanthropist and arts patron Alice Walton. The mission of Art Bridges is to expand access to American art in all regions across the United States. Since 2017, Art Bridges has been creating and supporting programs that bring outstanding works of American art out of storage and into communities. Art Bridges partners with a growing network of nearly 215 museums of all sizes and locations to provide financial and strategic support for exhibition development, loans from the Art Bridges collection, and programs designed to educate, inspire, and deepen engagement with local audiences. The Art Bridges Collection represents an expanding vision of American art from the 19th century to present day and encompasses multiple media and voices.

About the Position

You will manage exhibition projects by seeing them through tour preparation, tour scheduling, the on-view period, and the completion of the tour. You will aggregate, develop, and disseminate exhibition materials to internal and external stakeholders, foster collaboration and collegiality among stakeholders, manage and communicate overall project timelines and deliverables, ensure contract compliance, manage project budgets, and support our partners as needed.

Responsibilities

  • Draft exhibition venue contracts. Review and approve venue contract edits, seeing contracts through to execution.
  • Create exhibition timelines and track deliverables.
  • Advise on criteria for new venue outreach and manage outreach to potential venues for exhibition tours.
  • Interpret and communicate contract terms to stakeholders and ensure internal compliance.
  • Aggregate, develop and disseminate exhibition materials to venues (including budget, checklist, interpretation materials, installation information, etc.).
  • Run project meetings, preparing agendas in advance, and facilitating positive, productive collaboration.
  • Manage the organization and storage of project files and exhibition documentation in Wrike, Media Valet, the Art Bridges website, and Salesforce.
  • Manage project budgets. Track spending against project budgets and alert internal and external stakeholders to potential budget overages.
  • Advise on the Exhibition Department’s annual budget.
  • Travel independently as a courier for Art Bridges funded exhibitions and for the Art Bridges collection artworks.
  • Manage exhibition accounting, invoicing venues as needed and submitting invoices for contractors and service providers in a timely manner.
  • Review and respond to external requests about exhibitions.
  • Support exhibition venues with funding application reviews and budget feedback.

Minimum qualifications, education, and training

  • Bachelor’s degree
  • Proven experience and success in project management and in meeting deadlines within a fast-paced work environment, museum and/or gallery experience is preferred
  • Experience assisting with art handling and installation, understanding of condition reporting processes, familiarity with gallery layouts, experience with traveling exhibitions preferred
  • 2 years prior experience managing budgets
  • Proficiency in Microsoft Office application: Word, Excel and PowerPoint are required
  • Experience with FileMaker, Microsoft Project, and scheduling/project management software is preferred
  • Experience with or the ability to quickly learn specialized software systems is required, such as TMS, EMS, PowerPlan, Tableau, and Financial Edge.
  • Professional and approachable, with excellent communication, organizational, and interpersonal skills
  • Detail oriented
  • Ability to work independently and with diverse personalities
  • Willingness to work weekends and evenings, and adjust hours, as required
  • Ability to understand and maintain the highest levels of confidentiality and discretion
  • Strong organizational skills
  • Valid driver’s license required
  • Willing and able to travel regionally

Physical Demands

Occasionally, while performing the duties of this job, the employee may be required to travel independently.

In the work environment described below, position requires working at a desk and utilizing a computer and a telephone for prolonged periods of time. Vision abilities required by the job include close and distant vision, and good hand/eye coordination.

When not in the office, the person in this position will require the capability to move and be present in galleries during construction, installation and deinstallation, and be able to navigate through different Museum buildings and on Museum trails and grounds.

Work Environment

Work will be performed in an office environment, museum spaces, and in communities served. Occasional evening and weekend hours may be required. Work hours during normal activities are 8-5, Monday through Friday, in the Art Bridges offices.

Art Bridges believes that diversity, equity, accessibility, and inclusion are central to all work and decisions within our organization. Our goal is to support each other and our colleagues to learn and change together and make this important work part of all daily activities.

Vaccination policy

In accordance with our duty to provide and maintain a workplace that is free of known hazards, and to do our part in safeguarding the health of our co-workers and their families as well as the community at large from COVID-19 that will be reduced by vaccination, we are requiring all Art Bridges staff and interns to be fully vaccinated against COVID-19 by their start date as a condition of employment. According to the CDC, “fully vaccinated” means it has been two weeks since a person received the second dose of Pfizer or Moderna or the single dose of Johnson & Johnson.

According to the CDC, “fully vaccinated” means it has been two weeks since a person received the second dose of Pfizer or Moderna or the single dose of Johnson & Johnson.

In accordance with all federal, state and local rules and regulations, Art Bridges recognizes that there may be certain circumstances exempting an employee from receiving the COVID-19 vaccine. Employees in need of an exemption from this policy due to a disability, advice of a medical provider, or religious beliefs inconsistent with vaccination, must contact the HR group at ASC to initiate the interactive review process within the deadlines expressed in this policy.

We strongly hope this policy decision will help to change the current landscape of infection rates in our community by creating a sense of urgency and proactivity. Our desire is to continue to fulfill our vision of transforming lives through Art Bridges mission. To do this, our first priority is to create a safe workplace.

Art Bridges Commitment to DEAI

At Art Bridges, diversity, equity, accessibility, and inclusion are central to all work and decisions within our organization. We support our colleagues and our partners in learning and growing together to make this important work part of our daily lives.

Equal opportunity

Art Bridges is an equal opportunity employer and is committed to building and maintaining a culturally diverse workplace that is free of discrimination and harassment of any kind. We encourage women, minorities, individuals with disabilities and veterans to apply. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, veteran status, or any other status protected by the laws or regulations in the locations where we operate.

Salary Range

$50,000-$60,000