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Exhibitions Program Coordinator

2 months ago

Atlanta, Georgia, United States Atlanta Botanical Garden Inc Full time
Job Overview

The Exhibitions Program Coordinator plays a pivotal role in overseeing the conception, design, and execution of innovative exhibitions. This position calls for a creative and strategic thinker who is passionate about crafting immersive experiences and is willing to engage in the practical aspects of exhibit creation as necessary. Reporting directly to the Chief Operating Officer, this role will proactively manage all phases of exhibitions from initial concept to final installation. Key responsibilities include establishing installation timelines, developing and monitoring project budgets, coordinating vendor activities, procuring essential materials, and ensuring clear communication among all stakeholders involved.

Key Responsibilities:

  • Collaborate closely with the CEO and COO to formulate an exhibition schedule and long-term strategy by exploring exciting and innovative exhibits for the Atlanta Botanical Garden.
  • Oversee all tasks related to the setup and dismantling of exhibitions, including the management of both internal and external teams.
  • Negotiate contracts with vendors and partners to safeguard the interests of the garden.
  • Provide timely and accurate project status updates to the Chief Operating Officer.
  • Coordinate with the exhibition team to manage all vendor activities related to exhibition setup and removal.
  • Develop and adhere to a significant departmental annual budget.
  • Utilize aesthetic judgment and an understanding of the garden's expectations to assess installations in progress and make necessary adjustments to achieve desired outcomes.
  • Exhibit flexibility and a problem-solving mindset when addressing challenges during the installation and dismantling of outdoor exhibits.
  • Establish and maintain strong relationships with installation companies, logistics providers, and other contractors to ensure resource availability for various installation needs.
  • Create detailed scope of work documents for vendor quotations, ensuring a clear understanding of installation requirements.
  • Plan and communicate effectively with other departments to facilitate a successful installation process, managing expectations throughout.
  • Prepare project reports and conduct informational meetings for staff and vendors.
  • May require evening, weekend, or holiday work to support specific exhibitions.
  • Perform additional duties as necessary to support the overall mission of the organization.

Qualifications:

  • Demonstrated self-starter with extensive management experience in executing both exterior and interior exhibits, capable of working independently while anticipating needs and addressing potential issues proactively.
  • Strong aesthetic sensibility, excellent managerial and communication skills, and meticulous attention to detail.
  • A minimum of 7 years of relevant experience in project management or related fields.
  • Ability to interpret concepts and draft designs for financial planning, installation timelines, materials, and logistics.
  • Proficient in developing, managing, and analyzing cost estimates for new projects.
  • Capable of managing tight deadlines and challenging situations with a positive attitude.
  • Able to simultaneously execute one project while planning for future initiatives.
  • Preferred candidates will have the ability to read technical drawings and communicate effectively in construction and equipment installation terminology.
  • Strong computer skills in Microsoft Office and the ability to document processes and resources used for each project.
  • Intermediate knowledge of display design and basic familiarity with horticulture is advantageous.
  • Successful candidates will demonstrate effective multi-tasking abilities in planning and executing projects while collaborating with internal resources.
  • Essential qualities include strong initiative, curiosity, and a commitment to achieving success.

Physical Requirements:

  • Position involves extended periods of standing, walking, and sitting, depending on task requirements.
  • Exposure to various weather conditions may be necessary during installations and events.

Mental Requirements: Exceptional organizational and time management skills are crucial. The ability to respond effectively to multiple, changing, and often conflicting priorities is essential. This position requires a self-starter who can evaluate and anticipate needs in new situations to meet timelines and financial objectives while interacting effectively with the public, colleagues, and industry professionals.