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Expired Vacancy
Assistant Exhibitions Manager (FTC)

Royal Academy of Arts
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   Location: London
   Salary: up to £22,000
Deadline: 30 April 2018

Please note that this vacancy has expired and you can no longer apply.

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 Painting the Modern Garden: Monet to Matisse.
It is a particularly exciting time at the Royal Academy as we have nearly completed our transformation project; An ambitious ‘Masterplan’ by David Chipperfield RA, 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 two 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
The Exhibitions Department organises the RA’s world renowned exhibition programme.
An exciting and rare opportunity has arisen for an exceptional individual to join the team as an Assistant Exhibitions Manager, providing support to the Exhibitions Managers and Senior Exhibitions Managers on all logistical and organisational aspects of exhibition programming, from inception to conclusion. This is a fixed term contract for approximately 12 months.
About you
You will be well organised, calm and solution-orientated. You will be able to plan ahead, and predict and overcome obstacles. You must be able to use your initiative and maintain a flexible approach to your work.
This role requires you to have excellent interpersonal skills to build and sustain strong working relationships with colleagues and external organisations and individuals.
You will have excellent administration skills, preferably gained in a visual arts environment. A strong attention to detail is vital, alongside well-honed organisational and logistical ability.
You will also need to be computer literate and have knowledge of database systems.
You are likely to be educated to degree level, preferably in art, art history or related subject, and have a genuine interest in the work of the Academy.
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.
The Royal Academy’s Exhibitions Department organises a yearly programme of nine exhibitions, displayed in three Museum standard galleries: the Main Galleries (approximately 1900 square metres), The Sackler Wing of Galleries (approximately 330 square metres) and the Gabrielle Jungels-Winkler Galleries (approximately 310 square metres). The programme focuses on solo exhibitions of Royal Academicians, historic, modern and living artists, artistic schools and movements, key international collections, large-scale surveys of major and the annual Summer Exhibition. Drawn from public and private collections, the programme is often organized in partnership with leading museums internationally.
To support the Exhibitions Managers and Senior Exhibitions Managers in the organisation and delivery of temporary loan exhibitions from point of requesting loans, through installation, display and, take down, and occasionally through to its tour. To deputise for Exhibitions Managers and Senior Exhibitions Managers and take supervised responsibility for occasional smaller projects as required.
Work closely with the Exhibitions Managers, Senior, Exhibitions Managers, Head of Exhibitions Management and Curatorial and Rights & Reproductions team, on progressing individual exhibitions in the programme as follows:
  • Enter, update and maintain database records with information relating to loans.
  • Through the Exhibitions Managers and Senior Exhibitions Managers, establish a positive working relationship with all lenders, assist with the administration of loans, obtain all necessary information and work with diplomacy and discretion at all times.
  • Produce loan print-outs for team members, as required.
  • Assist with insurance, compile insurance lists and liaise with commercial insurers as well as British Government Indemnity as required.
  • Immunity from Seizure
    • Liaise with Curators, Assistant Curators and Curatorial Assistants and prepare the Immunity from Seizure reports as necessary.
  • Support Exhibitions Managers and Senior Exhibitions Managers in drawing up transport lists and schedules, with reference to lender and transport agent requirements.
  • Liaise with appointed transport agents on transport/packing arrangements as necessary, support Exhibitions Managers and Senior Exhibitions Managers in receiving fine art trucks, supervise loading and unloading and movement of art works in and out of the building.
  • Undertake courier duties as necessary.
  • Assist with the production and management of installation and transport paperwork, such as crate labels, Known Consignor certificates, condition reports, etc.
  • Produce courier packs and book hotels and travel for lenders and internal staff, as necessary.
  • Where required, assist with proof-reading captions and credit lines for interpretation materials.
  • Assist with the installation and takedown of exhibitions, resolve problems and answer queries involved during this period.
  • Assist with the communication with external consultants (designers, curators, etc.), follow up on information, check details and deal with queries and difficulties, as necessary.
  • Disseminate and gather information to the Rights & Reproduction team and other departments to include Press, Learning, Merchandise, Publications, Development, as required and as directed by the Head of Exhibitions Management, Exhibitions Managers and Senior Exhibitions Managers, working alongside the curatorial team.
General Administration
  • Assist Exhibitions Managers and Senior Exhibitions Managers with raising orders and invoices and with tracking payments; seek best value for money and work within parameters of the budget.
  • Undertake filing and maintenance of exhibitions and departmental records as appropriate.
  • Take minutes at regular departmental exhibition meetings and at any other meetings deemed relevant by the Artistic Director, Head of Exhibitions, Head of Exhibitions Management, Senior Exhibition Managers and Exhibition Managers.
  • Arrange exhibition meetings confirming venues, preparing documentation and agendas, arranging rooms and refreshments as appropriate.
  • Provide support in areas involving strategic and departmental issues when required by the Head of Exhibitions Management and Head of Exhibitions
  • Undertake any other duty which may reasonably be allocated by the Artistic Director, the Head of Exhibitions, Head of Exhibitions Management, Exhibitions Managers, Senior Exhibitions Managers or other senior officers.
  • Likely to be educated to degree level, preferably in art history or related subject.
  • Highly computer literate with excellent knowledge of Microsoft Word and Excel plus familiarity with database systems inputting and report creation.
  • Excellent interpersonal and communication skills to develop good working relationships with internal colleagues and external contractors such as designers, transport agents etc.
  • Time Management: an ability to manage time effectively and see projects through to completion – ability to construct timetables, plan schedules, make logistical arrangements, organise travel and booking hotels, etc.
  • Relevant office-based experience, preferably gained in an exhibitions context within a visual arts organisation.
  • Administrative excellence: well-organised, letter drafting/ writing, taking meeting minutes and/or notes, proof-reading, maintenance of accurate computer and paper records, experience of establishing and maintaining effective monitoring systems.
  • Experience of gathering, collating, summarising and presenting financial information and data.
  • Diplomacy and discretion essential especially when dealing with lenders; able to help with the supervision of arrivals and departures of works of art – dealing with transport, couriers, etc.
  • Flexible and co-operative approach to work: willingness to work as a team member initiating and building on ideas, prepared to work flexibly and under pressure while working on more than one project at the same time.
  • Strong attention to detail together with a methodical and accurate approach to work.
  • A genuine interest in the work of the RA.

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