Administrative and Curatorial Coordinator

Brandywine Conservancy & Museum of Art; Chadds Ford Township (PA); On-site; USD 55,000 - 57,000; Full time

Job summary

Brandywine Conservancy & Museum of Art seeks an organized, discreet professional to provide executive-level support to the Director and Senior Curator. The role spans administrative, curatorial, and board operations, serving as a trusted liaison with donors and the public in a fast-paced museum setting.

Responsibilities include complex scheduling, preparing public-facing documents, expense reporting, board materials, and coordinating VIP visits with Development.

Qualifications

• Bachelor’s degree in a relevant field; advanced degree preferred.
• 2–4 years of admin, project management, or operations in an art museum.
• Ability to work independently and manage shifting priorities with minimal supervision.
• Exceptional oral and written communication; professional representation of the institution.
• Sound judgment, discretion, and confidentiality in handling sensitive matters.
• Strong strategic thinking and problem-solving to improve processes.
• Coordinate complex initiatives across departments and manage deadlines.
• Proficiency with MS Office and willingness to learn new tools.

Responsibilities

• Provide executive support to the Director and Senior Curator.
• Manage scheduling, draft correspondence, and prepare expense reports.
• Prepare Board and Committee materials and coordinate quarterly meetings.
• Identify and implement process improvements with minimal oversight.
• Coordinate VIP visits and special events with Development.
• Assist with exhibition documents, planning, and research on projects and the collection.
• Draft social media content and manage inquiries.
• Arrange artist travel and manage site visits.

Skills

Oral and written communication

Discretion and confidentiality

Project management

Stakeholder coordination

Independent working in fast-paced env

Strategic thinking

Research and documentation

MS Office proficiency

Education

Bachelor’s degree or higher

Tools

Microsoft Office Suite

Microsoft Teams

Job description

Position Summary

The museum seeks a highly organized, resourceful professional to provide executive-level support to both the Director and Senior Curator. This role demands 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.

Supporting the Director, the candidate will manage scheduling, draft correspondence and public-facing documents, oversee expense reporting, prepare Board and Committee meeting materials, and identify process improvements—while conducting research to inform strategic decisions and coordinating VIP visits and special events with Development.

Supporting the Senior Curator, the candidate will assist with exhibition documents and planning, conduct research on current and future exhibition projects as well as on works in the collection, draft select social media content, coordinate meetings and site visits, monitor auctions for acquisitions, arrange artist travel, and respond to public inquiries.

This role suits a proactive, detail-oriented professional with strong project management skills and museum experience who can operate independently in a fast-paced environment while representing the institution with professionalism.

For The Director, The Responsibilities Include

• Serving as a liaison between the Senior Staff members and external partners, representing the institution in a professional capacity.
• Timely and responsive scheduling, adjusting commitments based on shifting priorities and institutional objectives.
• Drafting correspondence and internal and public-facing documents.
• Expense report reconciliation and processing.
• Preparing and coordinating materials (meeting agendas, PowerPoint presentations, and supporting documents) for quarterly Board and Committee meetings.
• Proactively identifying process improvements in administrative workflows and implementing solutions with minimal oversight.
• Researching and synthesizing information to support the Director’s strategic initiatives and decision-making.
• Identifying opportunities for operational efficiencies and implementing improvements independently.
• Coordinating VIP visits as requested.
• Preparing selected mailings.

For The Senior Curator, The Responsibilities Include

• Composing and editing exhibition-related documents (checklists, loan request letters, exhibition prospectuses, didactic texts) and assisting in maintaining exhibition files.
• Writing selected social media posts about artists in the collection.
• Scheduling group online meetings as well as coordinating external meetings and site visits as requested. Assisting with management of Teams channels for exhibitions.
• Managing and responding to inquiries sent by the public to the museum’s general email address and phone line.
• Managing cross-departmental projects and ensuring timelines, deliverables, and communications remain on track.
• Monitoring art auctions for potential acquisitions.
• Making travel arrangements for artists as needed.
• Assisting with any special projects assigned by the Director and the Senior Staff members

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.

Salary Range

$55,000–57,000 per year

We are an equal opportunity employer and consider all qualified applicants equally without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status, or any other characteristic protected by law. The Brandywine Conservancy & Museum of Art is committed to building a culturally diverse staff.