Administrative and Curatorial Coordinator

Brandywine; Chadds Ford Township (PA); On-site; USD 48,000 - 64,000; Full time

Job summary

Brandywine Conservancy & Museum of Art seeks an Administrative and Curatorial Coordinator to provide executive-level support to the Director and Senior Curator. The role handles scheduling, board materials, donor liaison, and confidential operations in a fast-paced museum setting.

The successful candidate will manage research, draft public-facing documents, coordinate VIP visits, and assist with exhibitions, while ensuring project timelines and cross-department collaboration are maintained.

Qualifications

• Bachelor’s degree in Art History, Museum Studies, English, Business Administration, or related field.
• 2–4 years of admin, project management, or operations experience in an art museum setting.
• Ability to work independently in a fast-paced environment with minimal supervision.
• Strong verbal and written communication, diplomacy with donors and the public.
• Proven judgment, discretion, and confidentiality in handling sensitive matters.

Responsibilities

• Support Director with scheduling, drafting correspondence, and meeting materials.
• Oversee expense reporting and coordinate Board/Committee materials.
• Coordinate VIP visits and special events with Development.
• Assist Senior Curator with exhibition documents, research, and site visits.
• Manage inquiries for the museum’s public email and phone line.
• Coordinate cross-department projects and ensure timelines are met.

Skills

Project management

Communication

Discretion/Confidentiality

Scheduling

Research

Education

Bachelor’s degree in Art History / Museum Studies / English / Business Administration

Tools

Microsoft Office Suite

Teams

PowerPoint

Outlook

Excel

Job description

Administrative and Curatorial Coordinator

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 degreein 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 experiencein an art museum setting.
• Demonstrated ability to workindependently and proactivelyin a fast-paced environment, anticipating needs and managing shifting priorities with minimal supervision.
• Exceptionaloral and written communication skillswith the ability to represent the institution diplomatically to high-level stakeholders, donors, and the public.
• Proven track record of exercisingsound judgment, discretion, and confidentialityin handling sensitive matters.
• Strongstrategic 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.

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.