Exhibitions Logistics Coordinator

Job Type

Full Time




2900 Southern Boulevard
New York
United States


The Exhibition Logistics Coordinator oversees the technical aspects of the Garden’s exhibition and interpretive program. S/He coordinates, schedules, and oversees fieldwork of outside vendors and exhibition fabricators and designers and coordinates Garden assets, systems, and products associated with the exhibition program. The Exhibition Logistics Coordinator performs basic maintenance of exhibitions and permanent displays and strategizes to ensure the best use of Garden resources for ongoing maintenance of exhibitions and smooth transitions between exhibitions.

Specific Duties & Responsibilities:

  • Oversees skilled work of an artistic and or technical nature in the preparation, care, storage, and restoration of museum exhibits for temporary and permanent exhibitions in gallery and outdoor settings.
  • Acts as a liaison between the horticulture division, other internal departments, and consultants/vendors/designers while managing all of the planning and scheduling of exhibition activities.
  • Assists in the development of complex logistical plans for institution-wide exhibitions including the scheduling of internal staff and outside vendors, preparing work orders, and providing access for all pre-opening needs. Maintains shared departmental and institutional calendars with all logistical information.
  • Manages relationships with vendors, contractors, and designers and oversees their onsite work. Acts as departmental liaison with internal maintenance, operations, and security staff.
  • Oversees and assists in the installation and dismantling of exhibition set pieces, sculptures, paintings, other works of art, and other museum exhibits including signage and temporary displays. Completes final report documenting as built conditions as exhibitions close.
  • Assesses exhibits regularly and ensures the displays and signage in gardens and galleries are in good condition.
  • Assists in the safe transportation and storage of exhibits and exhibition materials (or coordination thereof).
  • Maintains inventories of all exhibitions related fixtures including lighting, sound systems, signage, scenery, and props. Maintains on- and offsite storage spaces.
  • Enforces facility safety standards, preventive maintenance programs, policies and procedures including the Garden’s Special Conditions.
  • Completes planning and research activities including preliminary feasibility studies, and investigates designers, products and pricing.
  • Reviews contracts and invoices to confirm products, pricing, and timelines are in line with exhibition design and schedules.
  • Other related work as required.


  • Bachelor’s degree in Event Management, Arts Administration, or related field
  • 1-3 years of experience in a museum or non profit setting
  • Strong organization and planning skills
  • Strong mechanical skills and familiarity with lighting systems and sound systems
  • Proficient in Microsoft Office suite, including Excel
  • Ability to read and interpret architectural plans
  • Comfort juggling multiple means of communication including email and telephone outreach to a wide assortment of internal and external stakeholders
  • Demonstrated ability in planning and executing load in and load out for events or exhibitions
  • Must have a valid driver’s license, be able to lift 50 pounds, and climb ladders
  • Ability to work a variety of hours including occasional nights and weekends


Professional Level

None specified

Minimum Education Required

No requirement