Administrative Exhibition Specialist Job Description

 

Administrative Exhibition Specialist

Job Description

 

The primary job of the Administrative Exhibition Specialist of Washington Art Association & Gallery (WAA) is to offer support to the work of the office in addition to, but not be limited to, the following activities. The Administrative Exhibition Specialist will report directly to the Executive Director.

Part-time position with the potential to transition to a full-time role based on performance and business needs

  • Exhibitions: Help create guidelines for exhibiting artists, help with the marketing for each exhibition, help with the preparation of galleries for exhibitions, assist with the hanging of exhibitions, receive work from exhibiting artists ensuring title, price and medium of each entered piece of art is accurate, being responsible for the numbering of exhibitions and creating exhibition price lists, become familiar with artists and their work to promote sales, write summary reports at the close of each exhibition, create letters to participating artists who sell their work at exhibitions, prepare sold works for delivery/pick up by buyers to include an informational package about their work
  • Manage Website: ensure website has up to date information regarding previous, current, and upcoming exhibitions, and events, and cataloged work for sale is maintained and managed
  • Support Members: ensure artist members’ online portfolios and bios are current, create copy for Constant Contact messages to members to keep them informed of WAA’s activities, execution of email blasts supporting member artists, updates, newsletters, Pop Up invitations, etc.
  • Provide communication support: answer, reply to, and/or relay all, both phone and e-mail (Executive Director, Trustees, Members, Instructors, Donors, Volunteers, Visitors)
  • Customer Service: greeting visitors, answering questions about the gallery’s exhibits and artists, and providing assistance with purchases
  • Social Media Management: create and post content to WAA’s social media platforms highlighting exhibition/artists bios/features/ etc.,
  • Bulk Mailings: assist with the collation of bulk mailings throughout the year (exhibitions, invitations)
  • Keep information current: schedules, contact information, lists and stationery
  • Track and order: office supplies
  • Generate thank you letters
  • Send out publicity: electronic materials such as press releases, calendar listings, posts on websites, notices to chambers, etc.
  • Maintain databases: entry and information maintenance, mailing lists, reports, etc.
  • Support all colleagues

Required Skills And Qualifications

  • Proven experience as an administrative assistant or similar role.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
  • Excellent organizational and time-management skills.
  • Strong communication and interpersonal abilities.
  • Ability to work independently and as part of a team.
  • Bonus: proficiency in Constant Contact and WordPress

Application Information:

Apply now by submitting your application, including your resume and a cover letter by July 26th, 2025. Applications can be sent to ncardonsky@washingtonartassociation.org Candidates selected for consideration will be contacted for an initial interview, followed by a second interview if applicable. We look forward to receiving your application.