EC1016 - Exhibition Coordinator

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Posted: 25/10/2016 10:25
Start Date: Not Available
Salary: Up to £24,000
Location: Blackfriars, London
Level: N/A
Deadline: 20/11/2016 23:59
Hours: 40.00
Benefits: Annual Staff Incentive Scheme & Group Pension
Job Type: Permanent

About the Royal Academy of Arts and our values

The Royal Academy of Arts (RA) is one of the UK’s foremost arts institutions. We are best known for our programme of world-class exhibitions including David Hockney RA: A Bigger Picture, Ai Weiwei and the recent blockbuster, Painting the Modern Garden: Monet to Matisse.

It is a particularly exciting time in our history as we are mid-way through a transformation project. An ambitious ‘Masterplan’ by David Chipperfield RA is underway, redeveloping our 2.5 acre campus in Mayfair in time for our 250th anniversary in 2018. The works will unite our two buildings, providing refurbished galleries, a state-of-the-art auditorium and a dedicated Collections gallery in Burlington Gardens.

We are an innovative and forward-looking organisation, yet we’re also immensely proud and respectful of our 2 and a half centuries of heritage. Our mission is to be a clear, strong voice for art and artists and we are leaders in the exhibition, creation and debate of the visual arts.

About the role

Famous as the world’s largest open submission show; our Summer Exhibition draws together a wide range of new and recent work by everyone from emerging artists to the biggest names in contemporary art and architecture.  

An exciting opportunity has arisen for an Exhibition Coordinator to support the delivery of our annual Summer Exhibition. You will be involved in all aspects of our remarkable show, working closely with the Summer Exhibition Manager to co-ordinate and drive the sale of works, and with the Summer Exhibition and Database Manager to monitor and manage the digital entry system and assist with the judging of submissions.

About you

An understanding of artistic practice and exhibition organisation is essential, and previous experience of selling artworks would be advantageous. You will have excellent interpersonal skills, and experience working with the public. You will be extremely IT-literate, with knowledge of databases and proficiency in MS Excel and Word.

You will also oversee a small team of temporary staff to co-ordinate the sale of application forms, the logging of artworks upon delivery to the RA, the cataloguing of all works and the sale of exhibited works. This work requires a meticulous and accurate approach to planning, timetabling and record-keeping. Team-orientated, with first-class communication and customer service skills and an exceptional eye for detail, you will be comfortable working in a busy and at times, pressurised environment. You should demonstrate an understanding and knowledge of the Summer Exhibition and a genuine interest in the visual arts.

What benefits do we offer?

We offer a very generous pension scheme, contributing up to 10% of your salary into a defined contribution scheme. 

On top of 25 days’ holiday and 8 days bank holiday each year, we close between Christmas Eve and New Year, allowing staff additional paid holiday.

Staff are encouraged to attend free History of Art and life drawing classes on site.  We also have a staff choir, running club and craft club. Best of all, we have a reciprocal agreement with many leading museums and art galleries in London and New York, that allow you to enter for free with your staff pass.

Interviews to be held:                       w/c 14 November 2016




Assist in the planning and efficient delivery of the Summer Exhibition (SE) and ensure its financial contribution by:

  • Supervise the selling and submission of digital forms
  • Assist with the supervision and instruction of temporary staff
  • Assist with the judging of digital submissions; supervising the receiving, storage and cataloguing of shortlisted  submissions
  • Assist with the installation and takedown of the exhibition
  • Assist with the cataloguing of the exhibition
  • Supervise the sale of artworks team
  • Ensure that the database information is in good order 
  • Assist with the direct and digital marketing campaigns

Work closely with the Summer Exhibition and Database Manager (SEDM) to monitor and manage the digital entry system and the Summer Exhibition database; and to compile and proof the Summer Exhibition list of works

Work closely with the Summer Exhibition Team to co-ordinate and drive the sale of works


1. Work closely with the Summer Exhibition and Database Manager to monitor and manage the digital entry system for the Summer Exhibition:

  • Oversee digital communications with all entrants regarding each stage of the selection process
  • Maintain the digital entry system’s interface with the Summer Exhibition database system
  • Train temporary staff to operate and monitor the systems
  • Continually monitor progress; identify and address any issues that arise
  • Oversee sales desk and staff

2. Work closely with Summer Exhibition Team on wider initiatives to drive sales

3. Prepare mailing for Call for Entry:

Liaise with Marketing Department to update mailing lists for schools, galleries and transport agencies; proofread drafts of all digital and hardcopy entry material. Test and maintain various aspects of the database including:

  • New software and builds developed by SE database programmer; ensuring knowledge of new features and functionality is thoroughly up-to-date, and all users are trained in new developments
  • Identify and contribute to development of system. Work closely with the SEDM to compile and manage new and existing data entry protocols
  • Ensure that the integrity of all new and existing data is maintained, and manage systematic programme of data cleaning
  • Validate existing functions from selling entry forms and scanning art works, to selling art works
  • Report any errors occurred to IT and the Summer Exhibition database programmer; ensure adequate systems back-ups and disaster recovery procedures are rigorously implemented

4. Supervise temporary staff on a daily basis so that the following tasks are achieved:

  • Answering telephone and e-mail enquiries
  • Selling entry forms
  • Creating entry forms for Academicians and invited artists
  • Producing various statistics
  • Ensuring all submitted art works are scanned in designated locations after judging
  • Proofing of shortlisted artwork details
  • Cataloguing of artworks

5. Notify all participants of the judging results

6. Supervise the Summer Exhibition Sales Desk:

  • Work with SEDM to recruit and train temporary staff for the sales desk
  • Organise staff rota and timesheets
  • Oversee the selling of  artwork at the sales desk and over the phone; deal with online art sales enquiries
  • Produce financial reports on a daily basis to show each day’s transaction history
  • Send sales reports to artists

7. Attend meetings of the Summer Exhibition Committee; minute all meetings and circulate minutes to committee members

8. Assist Exhibition Managers with the installation and de-installation of the exhibition

9. Perform any other reasonable duty requested by the Head of Summer Exhibition and Curator, Contemporary Projects or the Summer Exhibition and Database Manager.



  • Experience of supervising junior or temporary staff, possibly on a project basis
  • Some experience of the planning and installation/de-installation of exhibitions
  • Some retail/sales experience would be an advantage – particularly dealing with the public in person and by telephone
  • Experience of producing reports and statistics
  • Experience of managing a database and working closely with software operators/designers to design and amend the system
  • Training and monitoring junior/temporary staff in their operation of the database and digital systems


  • Some understanding of the organisation of a large art exhibition
  • Computer literate: competent user of MS Excel and Word; knowledge of MAC packages and databases
  • A comprehension of the software systems which underpin digital records and databases
  • Understanding of online retail systems


  • Use and management of database and digital systems to ensure the crossover of information and records from one system to another
  • Accuracy and an eye for detail when gathering and collating information related to entries of artwork, subsequent sales and the monitoring of data on the database
  • Good communication skills, along with the ability to undertake some discussion and reach agreement with lenders
  • Ability to manage time effectively and work to agreed schedules
  • Ability to work closely and co-operatively with a small team of temporary staff, the Summer Exhibition team and colleagues from other departments as required, particularly in the areas of Finance and IT


  • Adept at developing good working relationships with colleagues, artists, art handlers and other Academy staff
  • Flexibility and willingness to work as a team member initiating and building on ideas, prepared to work to deadlines
  • A commitment to the aims and objectives of the Royal Academy of Arts
  • A genuine interest in the visual arts

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