Traveling Exhibitions Project Coordinator

Art Bridges, Inc.; Bentonville (AR); On-site; USD 50,000 - 70,000; Full time

Job summary

Art Bridges, Inc. is seeking a Traveling Exhibitions Project Coordinator to oversee the planning and implementation of traveling exhibitions. You'll work collaboratively with various stakeholders, managing multiple projects and ensuring timely execution.

The ideal candidate will have at least 3 years of experience in project management within a museum or gallery setting. Strong communication and organizational skills are essential, along with proficiency in relevant software. The position is based in Bentonville, Arkansas.

Qualifications

• 3+ years of experience managing complex projects in a fast-paced environment.
• Prior experience managing exhibitions and project budgets.
• Strong analytical and problem-solving skills with attention to detail.

Responsibilities

• Coordinate the planning and implementation of exhibitions.
• Serve as point of contact for partner institutions.
• Monitor project progress and ensure adherence to deadlines.

Skills

Project management

Communication

Organizational skills

Analytical skills

Education

Bachelor's degree in fine art or related field

Tools

Microsoft 365

Asana

Salesforce

Job description

Traveling Exhibitions Project Coordinator

Job Title: Traveling Exhibitions Project Coordinator

Reports To: Traveling Exhibitions Manager

About Art Bridges

Art Bridges Foundation is the vision of philanthropist and arts patron Alice Walton. Founded in 2017, Art Bridges creates and supports projects that share works of American art with communities across the United States and its territories. Art Bridges partners with a growing network of nearly 400 museums of many sizes—impacting 25 million people nationwide—to provide financial and strategic support for exhibitions, collection loans, and programs designed to educate, inspire, and deepen engagement with local communities. 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

The Traveling Exhibitions Project Coordinator supports the successful planning and implementation of Art Bridges' Traveling Exhibitions program by managing logistics, timelines, and partner communications across a portfolio of exhibitions. Working closely with internal teams and external partners, this role takes on complex projects involving multiple stakeholders and nuanced deliverables, leads high-priority initiatives, and assists in fulfilling the art sharing mission of the foundation.

Success in this role requires strong organizational skills, attention to detail, and the ability to manage multiple exhibition-related priorities simultaneously. The role also requires effective communication, adaptability in a fast-paced environment, and a collaborative, solutions-oriented approach to supporting complex projects and partner relationships.

Essential Duties and Responsibilities

• Work collaboratively with organizers, lenders, and borrowers to facilitate the planning and implementation of traveling exhibitions.
• Serve as the point of contact for partner institutions and internal collaborators on projects in your portfolio.
• Develop and implement project plans, timelines, and milestones in collaboration with project stakeholders.
• Facilitate meetings, prepare agendas, and capture and distribute meeting notes to ensure all participants are informed.
• Develop tour budgets in collaboration with stakeholders and obtain project quotes.
• Track project expenses and resources, working with relevant departments to ensure efficient use and reporting.
• Process project invoices and ensure payments are completed in a timely manner.
• Monitor project progress, ensuring adherence to deadlines and flagging any delays or issues for resolution.
• Foster strong interdepartmental relationships to enhance project success and streamline communication.
• Adapt and review contracts and ensure organizing institutions and borrowing venues comply with contract terms.
• Aggregate and disseminate exhibition materials to venues, including budgets, checklists, interpretation materials, images, and installation information.
• Assist with marketing exhibitions and securing venues.
• Assist with venue funding applications, the review process, and budget feedback.
• Maintain and archive project data in Asana, SharePoint, and Salesforce databases.
• Assist with department interns.
• Perform other duties and responsibilities as assigned to support evolving organizational needs.

Qualifications and Requirements

• Bachelor's degree in fine art, art history, museum studies, arts administration, or a related field preferred. Equivalent combination of education and relevant professional experience may be considered.
• 3+ years of experience and proven success managing complex projects, coordinating competing priorities, and meeting deadlines in a fast-paced work environment required; experience in a museum and/or gallery setting preferred.
• Prior experience managing exhibitions, project budgets, and cross-functional coordination required; experience assisting with art handling and installation, an understanding of condition reporting processes, familiarity with gallery layouts, and knowledge of current museum standards and best practices preferred.
• Strong analytical and problem‑solving skills with attention to detail and risk awareness.
• Excellent organizational skills with the ability to organize, prioritize, track, and coordinate multiple projects and information with accuracy.
• High degree of initiative, discretion, and reliability.
• Strong communication and interpersonal skills with the ability to work effectively with diverse internal and external stakeholders.
• Enthusiasm for expanding access to American art and engaging communities across a wide range of backgrounds and experiences.
• Proven ability to coordinate cross‑functional teams and external partners to meet project goals and timelines while supporting a collaborative work environment.
• Proven ability to coordinate multiple concurrent projects, manage shifting priorities, and meet deadlines in a fast‑paced environment.
• Proficiency in Microsoft 365 applications, including SharePoint, Word, Excel, Teams, and PowerPoint.
• Experience with or the ability to quickly learn specialized software systems, such as TMS, Workday, Asana, Orange DAM, Salesforce, Adobe, Canva, Confluence, and Trainual.
• Ability to work both independently and collaboratively within a multidisciplinary team.
• Ability to thrive in a fast‑paced, ever‑changing environment, remaining adaptable and resilient.

Physical Demands and Work Environment

Physical Demands
In the work environment described, this position requires utilizing a computer and a telephone for prolonged periods of time, good hand‑eye coordination, bending and stretching, and the physical stamina to lift and transport a minimum of 10 pounds. Visual acuity to review written materials is also required for this job.

Work Environment
Work is performed full time (Monday‑Friday, 8 am‑5 pm) in a professional, climate‑controlled office environment with standard office equipment, including computers, printers, and telephones. This role requires working in an open setting near colleagues. The noise level is typically low to moderate. The role also requires regular interaction with both the public and internal team members in a professional and courteous manner. Some travel will be required, including overnight trips on occasion. A flexible schedule may be necessary to accommodate business needs, including occasional evening and weekend work hours.

Art Bridges and DEAI

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

Art Bridges is an equal opportunity employer and is committed to building and maintaining a workplace that is free of discrimination and harassment of any kind. We encourage all qualified applicants 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.

All offers of employment are contingent on your successful completion (where permitted by state law) of a confidentiality agreement and background check. In addition, you will need to provide proper identification verifying your eligibility to work in the United States.