Job context
The Exhibitions Assistant post supports the organisational management and delivery of specific exhibition projects within the gallery’s exhibition programme across on-site, national and international touring exhibition projects.
Job purpose
To support the organisation and delivery of multiple complex and high-profile exhibitions within the exhibition programme concurrently, including support for overall project and loan management from the start of a project to de-installation, including any onward tours.
Provide general administrative and financial support to the department, including coordinating internal and external meetings, circulating agendas and minute taking, maintaining budget trackers and arranging travel.
Maintain meticulous records on the collection management database and be responsible for accurate data entry, data queries and running reports. Use database to keep records of all aspects of exhibition project management: both digital and hard copy.
Scope of the job
Support the management of specific exhibition projects from inception to (de)installation: both on and off site. Support Exhibition Managers to deliver key milestones and meet deadlines whilst maintaining best practice and ensuring adherence to all internal processes and external regulations. Each Exhibitions Assistant works on multiple projects with different managers, across all strands of the programme, at any one time.
Assist and support management and record keeping across allaspects of the project lifecycle, including loan management, insurance and transport arrangements, design and interpretation processes, finance and procurement.
Maintain collegiate and positive internal and external stakeholder relationships.
Manage the upkeep of all paperwork and records in a meticulous, timely and orderly manner, including database records, lender files and invoices.
KEY DELIVERABLES
Exhibition Management
• Support Exhibition Managers across multiple (inter)national exhibition projects to deliver to schedule, budget and standard, on site at the National Gallery and at partner venues.
• Prepare UK indemnity and commercial insurance applications; assist with preparation of Due Diligence and Immunity from Seizure paperwork.
• Assist in communication with internal and external stakeholders (including designers, curators, lenders, transport agents and partner venues).
• Manage courier coordination including the preparation of courier itineraries, booking hotels and arranging per diems.
• Assist with the (de-)installation of exhibitions, providing on-site assistance, including overseeing the delivery of artwork. This includes working out of hours where necessary.
• On successfully completing NG courier training, accompany loans in transit,oversee handling and movements of the loans and undertake condition reporting.
Collections database
• Set up and maintain meticulous exhibition records and loan lists.
• Run and issue regular and ad hoc reports as required.
Finance
• Prepare purchase orders, process invoices and code expenditure to relevant budgets swiftly and efficiently.
• Update budget monitoring sheets to track expenditure.
Administration
• Set up and maintain electronic and paper files for exhibition projects and for the department.
• Assist in providing information for regular internal and external reports. Arrange project and other key exhibition meetings, prepare agendas, take and circulate minutes.
• Support office administration across the department, including ordering stationery,responding to general enquiries and making travel bookings.
KEY RELATIONSHIPS
Internal: Exhibitions, Curatorial, Registrars, Art Handling,Creative departments.
External: Partner institutions and Museums both national and worldwide, Private collections and collectors, Artists and their studio/gallery, ACE, DCMS, transport agents, External Curators.
Required Skills / Qualifications
Required skills
• Excellent spoken and written English.
• Able to successfully plan, prioritise and manage a busy workload.
• Meticulous approach to work with a high level of attention to detail.
• Proactive and able to demonstrate initiative whilst also knowing when it is appropriate to seek advice from senior colleagues.
• Ability to communicate clearly and effectively with a range of internal and external colleagues.
• Excellent team working: Able to build good working relationships with the immediate team and across the Gallery.
• Able to work collaboratively across a complex organisation and achieve results.
• High level of computer literacy, including working knowledge of Microsoft Word and Excel.
Key required attributes
• Approachable and diplomatic in dealing with colleagues across the Gallery as well as external suppliers
• A practical, calm and flexible approach to working under pressure.
• Confident and clear communicator.
• Highly organised with excellent record keeping skills.
• Considerate and collaborative team player with a positive ‘cando’ attitude.
• Demonstrable experience in a comparable role in a busy office environment.
• Flexibility to work beyond normal working hours, including occasional evenings and weekends.
• An interest in the National Gallery’s exhibition programme and its collection.
• To value and respect colleagues and members of the public, regardless of their background, and promote a positive environment which supports equality and diversity.
• To cooperate and contribute to measures introduced by the Gallery to ensure equality of opportunity and encourage diversity.
Essential minimum qualification on entry
A good standard of education to at least A level or equivalent.
Additional essential criteria or considerations
• Demonstrable experience in a comparable role in a busy office environment.
• High level of computer literacy.
• Flexibility to work beyond normal working hours including evenings and weekends.
• An interest in the National Gallery’s exhibition programme and its collection.
• To value and respect colleagues and members of the public, regardless of their background, and promote a positive environment which supports equality and diversity.
• To cooperate and contribute to measures introduced by the Gallery to ensure equality of opportunity and encourage diversity.
