Coordinator, Exhibitions

Description

JOB SUMMARY:

The Coordinator, Exhibitions supports the planning, coordination, and execution of the Arboretum's exhibition portfolio, including recurring seasonal exhibitions and large-scale temporary exhibitions that advance the Arboretum's mission and enhance the guest experience.

Reporting to the Director of Exhibitions, the Coordinator provides project coordination and administrative support throughout the exhibition lifecycle, helping ensure projects remain organized, on schedule, and aligned through effective communication, documentation, and collaboration with internal departments and external partners.

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO:

• Coordinate day-to-day planning and execution activities for multiple exhibition projects.
• Maintain project schedules, timelines, documentation, and action item logs, while monitoring project milestones and following up with departments and external partners to ensure timely completion of deliverables.
• Prepare project plans, implementation schedules, and logistics for exhibition projects.
• Coordinate exhibition installation, operation, maintenance, and deinstallation activities to support exhibition readiness and a high-quality guest experience.
• Coordinate cross-departmental communication to ensure alignment throughout the exhibition lifecycle.
• Schedule project meetings, prepare agendas, document decisions and action items, and follow up on outstanding items to support timely project execution.
• Coordinate communication, logistics, and project activities with exhibition studios, artists, consultants, vendors, contractors, and other external partners.
• Coordinate site visits, meetings, contract administration, purchase requests, and vendor documentation.
• Maintain files, templates, project management resources, and other departmental documentation.
• Assist in developing departmental procedures, templates, and project management tools.
• Assist with budget tracking, procurement, invoice processing, and financial reporting.
• Recommend process improvements that enhance efficiency and project delivery.
• Provide administrative and project support to the Exhibitions Department
• Perform other duties and special projects assigned by the Director of Exhibitions and/or in support of the Chief Operating Officer.

Requirements

SKILLS AND QUALIFICATIONS:

• Bachelor's degree in business administration, project management, museum studies, arts administration, communications, or a related field preferred.
• Applicable experience coordinating projects, events, operations, or administrative functions in a fast-paced, collaborative environment.
• Demonstrated ability to manage multiple priorities, coordinate competing deadlines, and maintain exceptional attention to detail.
• Experience in a public garden, museum, cultural institution, visitor attraction, performing arts organization, or similar experiential environment preferred.
• Experience coordinating vendors, contractors, consultants, or other external partners preferred.
• Excellent written, verbal, and interpersonal communication skills.
• Commitment to the Dallas Arboretum's mission and collaborative, guest-focused culture.
• Proficiency with Microsoft Office Suite and project management software.
• Ability to work occasional evenings, weekends, and holidays as required.
• Ability to successfully complete all pre-employment requirements, including a background check and drug screening.

KEY COMPETENCIES:

• Accountability
• Collaboration
• Communication
• Customer service
• Organization and time management
• Problem solving

To help you stay energized, engaged, and inspired, we offer a wide range of benefits including comprehensive healthcare, a 401K, and Paid Time Off (PTO).

The mission of the Dallas Arboretum and Botanical Garden is to be a garden for all that enriches lives through beauty, learning, and connection. We are a world-class sanctuary where people and plants flourish in the natural environment.

The Dallas Arboretum is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, age, color, ancestry, national origin, place of birth, religion, sex, sexual orientation, gender identity and expression, military or veteran status, genetic characteristics or disability unrelated to job performance.