This position provides essential administrative and operational assistance to the Curatorial Department. Reporting to the Chief Curatorial Operations & Research Officer (CCORO), the Curatorial Operations Assistant supports the management of ambitious exhibition schedule of 10 - 15 shows per year, that range in scale and span the Museum’s five collecting areas: Chinese, Contemporary, Modern, Early European, and Photography. In addition to working with the CCORO, this position also assists Curators, Registrars, Creative Services, and Exhibition Design + Install team with administrative tasks and providing project management support for exhibitions and collection-based projects. The Curatorial Operations Assistant also works in tandem with the Curatorial Research Associates to support and further enhance art-related efforts across the Museum. 

Administrative and Operational Support

• Works with the CCORO to prepare agenda and all relevant materials for the Museum’s Works of Art Committee (WoAC) meetings
• Schedules department meetings, drafts meeting agendas, and maintains notes for the development of Exhibition Calendar and Installation Schedule for both collection-based and exhibition logistics
• Receives and manages incoming inquiries from other Museum departments for effective interdepartmental communication
• Receives and manages incoming gift inquiries from the general public and Development department. Under the guidance of the CCORO, this role gathers all pertinent information, shares materials with the relevant Curator, tracks the progress of pending acquisitions, and works with all parties to resolve the decision and ensure its communication to the potential donor
• Prepares the necessary paperwork to complete the acquisition of approved gifts and purchases of art
• In review with CCORO, responds to all Curatorial-related inquiries from scholars and members of the public, and as needed, coordinates with appropriate staff for further review and response
• Assists the CCORO in the development of departmental budgets, accounting and coordinating estimates from Curators and Curatorial staff
• Coordinates processing of check and wire requests for general Curatorial expenses

• Attends the weekly Operations Meeting, with the Curatorial Research Associates and Registrars, to represent the Curatorial Department and reports back on any potential action items or necessary scheduling issues
• Collaborates with the CCORO, the Docent and Volunteer Manager, and Volunteers to maintain the operations of the Norton’s self-service library which is set to open in early 2025
• On occasion, travels for research, conferences, professional development, and as a museum courier
• On occasion, serves as project manager for special projects related to the Collection
• Maintains the publication inventory log, updating it as books are given to new hires, donors, and special guests

Exhibitions

• In support of Curators and the Curatorial Research Associates, will assist with updates and maintenance of digital exhibition files to include all relevant planning materials, including maquettes, checklists, exhibition layouts, and bilingual didactic texts
• Supports the Creative Services team in the production of the Exhibitions and Programs Brochure (3/year) through organizing materials, such as exhibition blurbs and images. Once the brochure is mocked up, will review the exhibition and curatorial-related content to ensure accuracy with the Copy Editor & Project Manager

• At times, there will be an opportunity to support the organization of exhibitions and programs that highlight the Museum’s holdings and potentially special loans. This includes conducting rigorous research to develop a thematic concept, writing exhibition didactics, and working with the CCORO, the Director of Exhibition Design & Installation, the Director of Creative Services, and the Registrars to finalize the checklist, exhibition layout and design, exhibition design identity, and if applicable, identifying any conservation needs for the selected artworks.
• When necessary, leads VIP, docent, and staff tours on special exhibitions and speaking events related to curated exhibitions

Cross-Department Collaboration

• Works with the Curatorial Research Associates and Copy Editor & Project Manager to complete fact checking of website and social media content (images, text copy, media captions) to ensure the promotion of the Museum’s Collection and upcoming exhibitions are accurately posted online. This role attends monthly Content Group meetings to review the social media calendar
• In coordination with the CCORO, communicates upcoming gallery closures and collection rotations with other departments, particularly Facilities, Learning and Community Engagement, Visitor Experience, Security, and Development
• In coordination with the CCORO, distributes upcoming exhibition materials to appropriate departments to assist with the planning of public programming or marketing

• Bachelor’s degree in art history, or a closely related discipline is preferred
• 1 – 2 years of museum experience, fellowship and internship experience considered
• Excellent professional writing skills
• Strong attention to detail, high level of accuracy, and strong problem-solving skills
• Excellent proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint, and OneDrive), Box, Adobe Creative Suite, Zoom, and The Museum System (TMS)
• Ability to execute assigned priorities, while coordinating multiple projects and deadlines
• Dedicated to advocating for greater inclusion, diversity, equity, and access (IDEA) through interactions with team members, exhibitions, and public programming
• Ability to work effectively with staff, artists, arts professionals, and the public
• Ability to work independently as well as closely with a small team
• Strong oral communication skills and confidence in public speaking
• A flexible approach to accommodate various needs and ensure every project’s success
• Fluency in English, working knowledge of Spanish preferred