Exhibitions Project Coordinator at The International Spy Museum
Job Title: Exhibitions Project Coordinator
Job Status: Full-time
Location: Washington, D.C.
Salary: $65,000 – $75,000
Description
The Exhibitions Project Coordinator is the administrative lead for a busy division, supporting the successful planning, development, and execution of exhibitions at International Spy Museum. Working under the Vice President of Exhibitions and Collections, this position manages project timelines, coordinates cross-departmental collaboration, tracks department and individual project budgets and contracts, and ensures administrative efficiency. The Exhibitions Manager also serves as a key liaison among curatorial, collections, design, internal departments and external vendors to ensure the smooth implementation of exhibitions that align with the museum’s mission and standards.
Key Responsibilities
Project Coordination
- Develop and maintain detailed exhibition timelines and task trackers for multiple concurrent projects
- Coordinate meetings, prepare agendas, document decisions, and track action items for internal and external exhibition partners
- Monitor project milestones and deliverables; proactively flag risks or delays
- Support exhibition installation logistics, including scheduling, coordination with other divisional stakeholders and vendors
Administrative Support
- Draft and process contracts, purchase orders, and payments in collaboration with finance and legal teams
- Maintain organized records of all exhibition-related documentation, including budgets, correspondence, contracts, and design files
- Track exhibition departmental and project budgets in coordination with the Director of Exhibitions and Finance team; manage and reconcile invoices and expenses
- Learn the EOS system, manage weekly department meetings and department’s vision/traction organizer
- Schedule quarterly conversations with the VP and each team member
- Contribute to, track and manage department’s five year, annual and quarterly goals
Internal and External Communications
- Act as a central point of contact for exhibitions project communications
- Liaise with departments including Curatorial, Collections, Programs, Marketing, IT, Guest Services, Video Productions and Facilities to ensure project alignment and resource planning
- Communicate with donors, lenders, contractors, and partners as needed to facilitate planning and logistics
Other Duties
- Assist with exhibition evaluation efforts, post-project documentation, and reporting
- Support traveling exhibitions and special projects as needed
- Perform other duties as assigned to advance departmental goals
Qualifications
Education and Experience
Bachelor’s degree in art history, history, museum studies, arts administration, or a related field
Minimum 3 years of experience in project coordination and administrative support, preferably in a museum, gallery, or cultural institution setting
Certificate in project management a plus
Skills and Competencies
Strong project management and organizational skills, with attention to detail and deadlines
Familiarity with exhibition development processes and museum workflows
Excellent written and verbal communication skills
Ability to manage multiple priorities in a fast-paced environment
Professionalism and discretion when working with confidential information and high-level stakeholders
Proficiency in Microsoft Office Suite; experience with project management tools (e.g., Asana, Trello, Smartsheet) a plus
A collaborative spirit and a proactive, problem-solving mindset
Work Environment and Physical Demands
Primarily an office-based position, with occasional work in galleries and exhibition spaces
Must be able to lift up to 25lbs occasionally and assist with moving light exhibition materials as needed
Occasional evening or weekend hours may be required during exhibition installations or event
Requirements
To apply, please submit a cover letter and resume to the link provided