Curatorial Assistant

Job Type

Full Time Contract




140 West 17th Street
New York
New York
United States


About the Position

The Curatorial Assistant will provide overall administrative support to the Curatorial and Exhibitions departments. This position requires a highly motivated, detail-oriented individual who strives for excellence in a dynamic museum environment. This is a full-time position with a work week schedule of Mondays to Fridays from 9:00 a.m. to 5:00 p.m.

The incumbent will report to the Exhibitions Manager.


  • Organizes and schedules weekly meetings and other activities for the Curatorial and Exhibitions departments, as necessary. 
  • Prepares and distributes reports of weekly departmental meetings
  • Organizes and maintains curatorial department’s contacts and files.
  • Provides administrative assistance to the Director of Exhibitions, Curators and Exhibitions Team,   This includes researching and making travel arrangements including but not limited to hotel and flight reservations for all staff (conference and research travel) and curatorial guests.
  • Serves as liaison for institutional and private lenders by communicating with and arranging loans, including but not limited to: drafting, finalizing and mailing loan letters and forms; maintaining accurate records of all loans and lenders for each exhibition; and following-up with all lenders.
  •  Creates checklists for exhibitions and provides administrative support for the Art Information Management System (AIMS) and The Museum System (TMS), including updating old checklists.
  • Organizes collections accesses for curatorial guests with the Collections Management department.
  • Assists with creating presentations for curators and Director of Exhibitions.
  • Handles and responds to general curatorial and library inquiries.
  • Assists with curatorial hosted special events such as the lenders dinners, Asia Week event, exhibition openings; and other exhibition related programs. {Assistance includes: reservations, invites, seating charts, and set-up}.
  • Assists with the preparation of accurate expense reports for curators and guest curator(s) travel for submission to and reimbursement from the Finance department.
  • Coordinates the administration of art acquisition acquisitions/inquiries
  • Manages collection photography requests with Collections Management.
  • Acts as the department’s contact for collection-based inquiries, including needs from the Collection Management dept.
  • Remains familiar with curatorial and scholarly topics related to the mission and goals of the museum.
  • Oversees the library including but not limited to returning books to shelves, ordering new books, cataloguing and general maintenance of the library and its organization.
  • Performs additional duties as requested.


·        Bachelor’s degree with a minimum of 2-3 years of work-related experience required.

  • Must have excellent administrative and general office skills.
  •  Must have excellent interpersonal skills; ability to communicate effectively, courteously, with Museum staff and all other stakeholders. Excellent verbal and written communication skills required.
  • Must be able to handle sensitive information with discretion and integrity.
  • Must be detail-oriented, and highly organized with great time management skills.

·        Qualities such as flexibility, collaboration, and the ability to work well with others essential.

  • Proficient in Microsoft Office Suite applications, Asana, and FastTrack Schedule or similar applications a plus.
  • Database experience preferred.
  • Background in Asian/Himalayan Art or related fields a plus.

The Rubin Museum offers a competitive salary and benefits package.

Professional Level


Minimum Education Required

4-year degree

How To Apply

Please provide the following as part of your application:

·        Complete resume.

·        A cover letter addressing both your interest in the Rubin Museum, and your qualifications for this position.


Indicate Curatorial Assistant on Subject Line of Email or in body of cover letter.

·        Applications in electronic format preferred, and accepted at

·        Mailed applications – Head of Human Resources, Rubin Museum of Art,

     150 West 17th Street, New York, New York 10011.