Assistant Curator (Registrar & Logistics)

MAIN DUTIES:  

Artwork Logistics & Care  

• Manage and coordinate loan requests including drafting and issuing agreements and be lead liaison for those artists, lenders, venues and gallerists to ensure everybody is kept up to date as projects progress.    

• Lead on condition checking of artworks, ensuring a robust and clear procedure is in place for team members to adhere to and that all documentation is filed, tracked and shared.  

• Assist the Programme Manager in liaising with Biennial partners and venues, ensuring that venue staff are all fully briefed on schedules, installation plans and artists requirements.     

• Assist with installation and deinstallation of artworks and support Front of House team to deal with all maintenance enquiries as appropriate, ensuring that all exhibitions and installations are running smoothly.    

• In person hosting of artists when they are in Liverpool, including being the main point of contact for select artists for which you are lead liaison.  

Shipping & Insurance  

• Support the Production Manager on the organisation of all international and national artwork shipments for Liverpool Biennial 2025.  

• Feed into meetings with shipping agents and contractors when required, and support the Production Manager in collating up to date information on artwork locations, dimensions, values and packaging.  

• Research and remain knowledgeable of current customs law and taxation for international imports and exports, ensuring the Production Manager is made aware of any considerations that may be required.  

• Ensure any paperwork required such as import documents / CITEs permits etc. are filled in correctly and in a timely manner as and when required.  

• Prioritise sustainability in consultation with shipping agents including organising consolidated shipments, exploring alternative methods of shipping, and sustainable or recyclable materials for packaging.  

• Help ensure best value for money by supporting the procurement of a reliable shipping agent and insurance company by providing regular updates, artwork details and venue information.   

• Manage the processing of all financial paperwork in relationship to shipping and insurance such as invoices and POs and budget logs are kept up to date.  

Publications  

• Working closely with the Curator, manage the development, coordination and delivery of all aspects of the Liverpool Biennial 2025 publication.  

• Support the Learning team on the coordination and delivery of the Children’s Guide, including liaising with designers and printers.  

• Liaise with and contract invited writers and contributors to request and agree contributions, including sharing of written briefs, clear deadlines and negotiating fees  

• Arrange licensing for image and text use where necessary.  

• Copyedit, or arrange for copyediting, of the finished text.  

• Ensure realistic scheduling with clear deadlines is communicated to contributors, suppliers, stakeholders and internally.   

• Monitor and maintain budget for the publication efficiently and in a timely fashion. This includes obtaining estimates, following procurement procedures, raising purchase orders, processing invoices, maintaining digital budget files, and providing regular reports to the Programme Manager.  

• Liaise with the Marketing Team and designer to support with the design, print and distribution processes where possible.  

Finance and Administration  

• Book select artist travel, accommodation, per diems and visas for site visits, installation, and launch as and when required.  

• Create bespoke schedules and welcome packs for artist visits including booking meetings, visits and meals in advance and liaising with key team members on availability  

• Monitor and maintain budgets for specific exhibitions and events efficiently and in a timely fashion. This includes obtaining estimates, following procurement procedures, raising purchase orders, processing invoices, maintaining digital and physical budget files and providing regular updates to the Programme Manager.      

• Maintain and update contacts on the Liverpool Biennial database and support Development team with compiling guest lists for events and openings.    

• Convene, attend and record meetings as required.  

• Liaise with all Biennial departments to secure a smooth flow of information.  

• Supporting the Marketing Team by drafting, collating and copy-editing artist and project information for announcements, website, press packs, interpretation, and Guide where required.  

Miscellaneous   

• Manage interns, volunteers and supervise departmental work placements.   

• Attend training and professional development opportunities as required.  

• Work within the context of Liverpool Biennial’s Equality and Diversity policy, Code of Conduct, Sustainability policy and other policies in delivery of internal and external service and treatment of employees alongside all other Company policies.  

• Represent the Biennial at public events, meetings and networking events on behalf of the organisation, giving tours or talks where necessary.  

• Work occasional evenings and weekends as necessary, taking this as Time Off in Lieu (to be agreed in advance with the Programme Manager).  

• Any other duties which may be from time to time allocated, commensurate with the nature and responsibility level of the post.  

PERSON SPECIFICATION 

Essential:  

• Minimum 3 years in contemporary art curation, production or administration  

• Demonstrable experience of simultaneously managing multiple projects and budgets  

• Experience of contributing to, or producing, publications  

• Experience of organising international shipments of works  

• Proficiency in Microsoft Office Suite, in particular MS Word and Excel   

• Excellent communication skills, written and verbal, with the ability to adapt to different situations, in order to develop productive relationships and effective partnerships   

• Ability to thrive within a team environment and work with others to generate creative ideas and turn them into reality   

• Ability to work under pressure, remain calm and meet tight and sometimes changeable deadlines   

• Demonstrable understanding of and commitment to equality, diversity and inclusion, and the role you have in improving access for those from protected characteristic groups into our staff team, artists, audiences and participants   

• Demonstrable commitment to environmental sustainability   

Desirable:  

• Working in an international environment  

• Understanding of international travel and customs regulations, including UK visa procedures  

• Knowledge of Health and Safety and safeguarding risk assessments for arts venues    

• Experience of working in an arts environment outside of a traditional gallery setting    

• Knowledge of Liverpool City Region, and Liverpool Biennial  

• Proven writing and editorial experience