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Exhibitions Coordinator

Apply Now Apply Later Job ID R-02350 Location Emeryville, California, United States Business Pixar Animation Studios Date posted Dec. 20, 2019

Job Summary:


  • Assist the Exhibitions Program Manager with contracts, budgets, facility review, content review, development of work plans, schedules, and team assembly
  • Proactively maintain the Exhibitions Program Manager and department calendars and schedules with alertness to topics, deadlines, and conflicts
  • Organize and schedule meetings and may assist with facilitation. This includes creating agendas and meeting materials, taking + sharing minutes, setting up video conference calls, preparing Powerpoint and Keynote presentations, and other support, as needed
  • Manage Exhibitions server contents, keeping content accurate and up to date with content from various sources
  • Track and organize external exhibition submissions, keeping content accurate and up to date
  • Coordinate, obtain estimate, place orders, and schedule external vendors (framers, graphics production, art handling) for internal exhibitions; tracks spending against budgets
  • Create and maintain production/implementation schedules for each internal exhibition, coordinates regular team meetings to trouble-shoot, problem-solve, keep projects on schedule; nudges colleagues, and calls out bottlenecks as needed
  • Coordinate with various studio teams to schedule installation/deinstallation of internal exhibitions (Production, Facilities, Systems, Archives, Café) as well as assists in installation and deinstallation supervision, as needed
  • Organize the preparation and production of exhibition label content, including proof-reading exhibition labels, text panels, and other collateral
  • Participate in the review of exhibition-related design, marketing, and merchandising material, as well as catalog and other collateral material submitted for approval; handle associated files
  • Organize and assemble deliverables to venues, as well as internal parties
  • Coordinate travel accommodations, per diems, and visas for exhibitions team (and for people outside the department, as needed); work with venues and internal teams to verify and confirm bookings and all arrangements; build travel packets
  • Process department’s incoming invoices and check requests, and complete Exhibitions Program Manager’s expense reports
  • Run errands such as collecting samples or exhibition supplies, as needed
  • Order and ship exhibition supplies and replacement parts both domestically and internationally
  • Maintain Exhibitions internal blog; coordinate with internal teams to maintain external-facing website; keep both sites accurate and up to date
  • Assist with long-term projects, such as creating new manuals, organizing existing materials, and establishing protocol for archiving exhibitions; designing and revising appropriate forms, logs, etc.
  • May travel domestically and internationally, as needed, for external exhibitions work
  • Additional tasks, as assigned


  • B.A. degree in art-related field, and knowledge of museum standard practices, preferred
  • Exhibition coordination experience preferred, including ability to handle and prioritize multiple projects simultaneously, and flexibility in meeting shifting demands and deadlines
  • Highly organized and detail oriented with a high level of initiative and follow through; resourceful; very reliable and conscientious; discrete with sound judgment
  • Experience working in an office environment, providing administrative support, including scheduling, answering phone calls, typing, invoicing, filing and proofreading
  • Ability to work under pressure and meet deadlines
  • Excellent written, verbal, and interpersonal communication skills
  • Ability to work independently, as well as part of a team
  • Flexibility to accommodate a schedule that may vary during exhibition turnovers
  • Computer proficiency required: experience with Mac, Office suite, working knowledge of database management software such as Filemaker Pro and Excel; experience working with shared internet sites (e.g., Wiki)
  • Computer proficiency preferred: Photoshop, Illustrator, and Sketch Up

About Pixar Animation Studios:

Pixar Animation Studios, a wholly owned subsidiary of The Walt Disney Company, is an Academy Award®-winning film studio with world-renowned technical, creative and production capabilities in the art of computer animation. The Northern California studio has created some of the most successful and beloved animated films of all time, including “Toy Story,” “Monsters, Inc.,” “Cars,” “The Incredibles,” “Ratatouille,” “WALL•E,” “Up,” “Toy Story 3,” “Brave,” “Inside Out,” and “Coco.” Its movies have won 35 Academy Awards® and have grossed more than $13 billion at the worldwide box office to date.

About The Walt Disney Company:

The Walt Disney Company, together with its subsidiaries and affiliates, is a leading diversified international family entertainment and media enterprise with the following business segments: media networks, parks and resorts, studio entertainment, consumer products and interactive media. From humble beginnings as a cartoon studio in the 1920s to its preeminent name in the entertainment industry today, Disney proudly continues its legacy of creating world-class stories and experiences for every member of the family. Disney’s stories, characters and experiences reach consumers and guests from every corner of the globe. With operations in more than 40 countries, our employees and cast members work together to create entertainment experiences that are both universally and locally cherished.

This position is with Pixar Inc., which is part of a business segment we call Pixar Animation Studios.

Pixar Inc. is an equal opportunity employer. Applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status. Disney fosters a business culture where ideas and decisions from all people help us grow, innovate, create the best stories and be relevant in a rapidly changing world.

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