Exhibitions Project Manager

Asaan | آسان; Riyadh; On-site; SAR 180,000 - 280,000; Full time

Job summary

Asaan | آسان seeks an Exhibitions Project Manager to lead planning, budgeting, procurement and delivery coordination for permanent galleries, temporary exhibitions and offsite activations. The role collaborates with Curatorial, Research, Collections Care, Security, Operations and the CEO’s PMO to ensure timely, on-budget project outcomes in a museum setting.

The position requires strong project management discipline, risk management, and a commitment to governance and professional standards

Qualifications

• Bachelor's degree in relevant field (Museum Studies, Architecture, Interior Design, Cultural/Heritage Management).
• Minimum 5–7 years of experience delivering complex exhibitions or major cultural projects.

Responsibilities

• Develop and maintain comprehensive project plans, schedules, risk registers, and milestones for exhibitions and gallery initiatives.
• Coordinate cross‑departmental workflows to align curatorial intent with design, collections, operations and visitor experience.
• Monitor performance against scope, timelines and quality, and report to leadership and PMO.
• Lead procurement documents, tender processes, budgets, and contract administration for exhibition services.
• Oversee installation/deinstallation planning, safety, accessibility, and regulatory compliance.

Skills

Project management

Exhibitions planning

Education

Bachelor's degree in Museum Studies / Architecture / Interior Design / Cultural Heritage Management

Job description

The Exhibitions Project Manager reports to the Director of Exhibitions and is responsible for the planning, financial oversight, procurement management, and delivery coordination of Asaan’s permanent galleries, temporary exhibitions, and offsite activations.

The role ensures projects are delivered on time, within approved budgets and scope, and in compliance with institutional governance, PMO standards, museum best practice, and regulatory requirements.

Working collaboratively across Curatorial, Research, Collections Care, Security, Operations, and the CEO’s Project Management Office, the Exhibitions Project Manager embeds structured project management methodologies while safeguarding the professional and ethical standards required in a museum environment.

KEY RESPONSIBILITIES & ACCOUNTABILITIES

1. Project Planning and Delivery Oversight

• Develop and maintain comprehensive project plans, schedules, risk registers, and milestone tracking for multiple concurrent exhibitions and gallery initiatives.
• Coordinate cross-departmental workflows to ensure alignment between curatorial intent, design development, collections requirements, operations, and visitor experience objectives.
• Monitor project performance against approved scope, timelines, and quality standards.
• Provide structured reporting to the Director of Exhibitions and contribute to updates required by the CEO’s PMO.

2. Financial Planning, Procurement, and Contract Management

• Lead the preparation of tender documents, scopes of work, evaluation criteria, and procurement documentation for exhibition-related services.
• Manage financial planning, forecasting, and budget monitoring for exhibition projects, ensuring expenditure remains within approved allocations.
• Participate in vendor evaluation processes and oversee contract implementation in coordination with Procurement and Legal.
• Support negotiation and administration of agreements related to exhibition services, fabrication, loans, partnerships, and production contracts.

3. Museum Operations and Installation Management

• Oversee exhibition installation and deinstallation planning, ensuring coordination with Collections Care, Security, Facilities, and external contractors.
• Monitor handling, packing, transportation, and display requirements in alignment with conservation and safety standards.
• Lead quality control processes during installation, including snagging, issue resolution, and operational readiness checks.
• Ensure exhibition environments meet safety, security, accessibility, and operational compliance standards prior to opening.

4. Governance, Risk, and Compliance

• Maintain project-level risk assessments and mitigation plans, particularly relating to object safety, security, insurance, and contractual obligations.
• Ensure alignment with Asaan’s internal PMO frameworks while safeguarding museum-standard best practices.
• Oversee documentation accuracy within CMS and project tracking systems related to exhibition logistics and object movements.
• Support audit readiness and compliance reporting for exhibition-related activities.

5. Stakeholder Coordination and Team Support

• Act as primary coordination lead between the Exhibitions Department and the CEO’s PMO for assigned projects.
• Facilitate structured project meetings and ensure clear documentation of decisions and actions.
• Provide oversight and direction to contractors, consultants, interns, and volunteers involved in project delivery.
• Foster a collaborative, solutions-focused project culture that balances creative ambition with operational discipline.

Additional Expectations

As Asaan is a developing institution, the scope of the role may evolve in line with institutional priorities. The Project Manager is expected to demonstrate adaptability and contribute to the broader growth of the Exhibitions Department.

QUALIFICATIONS, EXPERIENCE & SKILLS

• Bachelor’s degree in Museum Studies, Architecture, Interior Design, Cultural or Heritage Management, or related field.
• Minimum of 5–7 years of relevant experience delivering complex exhibitions, cultural projects, or major public programs and events.