Exhibition Coordinator

The Gallery wishes to recruit an Exhibition Coordinator for the Exhibitions & Collection Services Department on a specified purpose contract.
The purpose of this role is to co-ordinate exhibitions and displays and to assist with the organisation and delivery of complex exhibition projects.

Reporting to the Head of Exhibitions & Collection Services the Exhibition Coordinator will: Manage exhibitions and displays (particularly in-focus and medium size exhibitions), manage the project's critical path, drawing up schedules and establishing and monitoring key milestones and deadlines Act as main point of contact for these projects, chair meetings and ensure action points are met Assist the Project Manager – Exhibition Design with the development of the exhibition identity, design, audio guide and curatorial texts Build positive relations with the internal project team and external stakeholders such as partners and external curators, working with diplomacy and discretion at all times Manage the loan list, working closely with the exhibition curator, reporting regularly on the status of loan requests to key stakeholders Act as the main point of contact for lenders, administering loan requests, managing loan agreements, ensuring that all conditions of loan are met throughout the loan period Ensure that accurate and detailed exhibition & loan information is recorded on the Collection Management System and that exhibition & loan files (paper & digital) are created and maintained for each project Monitor the condition of exhibition galleries and displays, ensuring that they are maintained throughout the exhibition, taking any corrective action necessary Develop, compile, update and circulate exhibition lists, exhibition statistics and project information for various different purposes and users Closely monitor costs and ensure the project remains within budget Ensure Purchase orders are raised and follow up on invoices Ensure catalogues are sent to lenders once an exhibition has opened Work closely with the Art Handling and Loans Manager in relation to the logistics and installation of the exhibition Supervise the loading and unloading of artworks if required (this may be out of hours) Co-ordinate project debriefs and evaluations Ensure compliance with health and safety requirements as set out in the NGI Safety Statement Upon successful completion of courier training, undertake courier duties in Ireland and abroad if required Provide general support to the Exhibitions team and Head of Department Assume other duties appropriate to the post as assigned by the Head of Exhibitions & Collection Services The successful candidate will have: A third level qualification in art history, museums studies/arts administration or related topic Previous work experience project managing exhibitions from start to finish in a similar environment Excellent organisational, administrative and Project Management skills with an ability to multi-task Excellent IT skills, including Word, Excel and PowerPoint Previous experience with TMS or a comparable Collection Management System Self-motivation with a pro-active can-do attitude and a flexible approach to problem solving Excellent communication and interpersonal skills including the ability to deal diplomatically with a wide range of people at varying levels inside and outside the Gallery An ability to work on own initiative and as part of a team with minimal supervision Excellent time management skills with the ability to prioritise a heavy workload often to demanding deadlines A proven ability to make good judgment and appropriate decisions under pressure Good knowledge of budget control A flexible and positive approach to all aspects of the job and the ability to remain calm and deal courteously with people whilst working under pressure An ability and willingness to travel and to attend out of hours' functions, as required to meet the Gallery's objectives Commitment and interest in the Gallery & museum sector Knowledge of one or more European language (desirable) Note: This job description is a guide to broad areas of responsibility and accountability and should not be regarded as a comprehensive listing.
All employees are required to be compliant with NGI screening, security and Garda vetting procedures.

Conditions of employment This job description is a guide to broad areas of responsibility and accountability and should not be regarded as a comprehensive listing.
This may be subject to review in view of new structures and/or the changing needs of the Director and the Gallery.
All employees are required to be compliant with NGI screening and Garda Vetting procedures.
The post will be subject to a satisfactory medical check and successful completion of a successful probationary period.
Applicants must be fluent in English and be eligible to work in Ireland.

Citizenship Requirements Eligible candidates must be:

1.
A citizen of the European Economic Area (EEA).
The EEA consists of the Member States of the European Union, Iceland, Liechtenstein, and Norway; or

2.
A citizen of the United Kingdom (UK); or

3.
A citizen of Switzerland, pursuant to the agreement between the EU and Switzerland on the free movement of persons; or

4.
A non-EEA citizen who has a Stamp 4 permission or a Stamp 5 permission.

Please note: A 50 TEU permission, which serves as a replacement for Stamp 4EUFAM after Brexit, is considered equivalent to Stamp 4.

To qualify candidates must be eligible by the date of any job offer.

Known Consignor status The Exhibition Coordinator may be required to be Air Cargo security trained.
In accordance, a pre-employment check is carried out on prospective new staff covering the preceding 5 years.
This pre-employment check involves examination of any unexplained gaps of more than 28 days.
For all new staff, written confirmation shall be obtained from employers or other sources capable of verifying the information provided by the person for the purpose of the background check.
No prospective employee who is required to undergo Air Cargo security training will be offered a position unless any gap of 28 days or more has been satisfactorily accounted for.

Job Details and Application Information Grade and Salary: Salary is in accordance with point 1 of the Executive Officer salary scale (PPC), currently €36,544 per annum as per 1 October 2024 pay adjustments.

Annual Leave: The successful candidate will be entitled to 23 days of annual leave pro rata.

Superannuation: The successful candidate will be placed on the public sector pension scheme.

Benefits: The Gallery provides staff the opportunity to participate in the tax saver and cycle to work schemes.

Duration: Specified Purpose Contract of up to 3 Years

Working hours: Full time, 5 days a week – 35 hours per week (net of breaks).
The successful candidate must be flexible and willing to work primarily on-site, and occasional evenings and weekends (as required).

Closing date for receipt of applications: 2 February 2025 Interviews will be scheduled in February 2025 Any personal data that you provide when applying for this position shall be processed in accordance with our Privacy Notice.

How to apply:

To apply for this position, please submit the following documents (in PDF format):

Cover Letter CV Candidates should note that panels may be formed from which future positions may be filled.

At the National Gallery of Ireland, we value equity, diversity and inclusion.
We recognise the benefits it can bring to our staff and our visitors interactions.
We celebrate difference and want our people to be representative of all communities.
If you require reasonable accommodation for any part of the application process, please do not hesitate to let us know.

The National Gallery of Ireland is an equal opportunities employer