Art Studio Manager / Personal Assistant

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About the Studio

I’m an artist running an interdisciplinary practice operating across contemporary art,

design, film, and architecture. Projects range from sculptural exhibitions and site-

specific installations to brand collaborations, film productions, and spatial

commissions. We move quickly, value precision and integrity, and work with

international partners (museums, galleries, producers, agencies, fabricators, and

vendors) across multiple time zones.

Role Summary

The Project Manager / Studio Manager is the operational backbone of the practice—

responsible for turning concepts into well-executed reality. You will plan, schedule,

budget, and coordinate everything from fabrication and shipping to installs, shoots,

and openings. You’ll build systems, manage communications, and ensure deliverables

land on time, within budget, and at the quality bar the work demands. Also, there will be a heavy focus how to maintain finances to support company growth.

Core Responsibilities

1) Project & Production Management

• Develop end-to-end project plans, timelines, and budgets for exhibitions, brand

collaborations, film projects, and architectural commissions.

• Create and maintain Gantt charts, calendars, task boards, and risk registers;

drive weekly standups and status updates.

• Coordinate internal and external teams (fabricators, vendors, cinematography/

production teams, architects, galleries, brand partners).• Coordinate internal and external teams (fabricators, vendors, cinematography/

production teams, architects, galleries, brand partners).

• Draft and manage scopes of work, deliverables, and acceptance criteria; own

change-log and approvals.

• Track budget vs. actuals, reconcile invoices, and flag variances proactively.

2) Fabrication, Sourcing & Quality Control

• Source materials and components; obtain quotes and samples; manage POs.
• Oversee fabrication schedules and quality checks; maintain specification sheets

and shop drawings.

• Manage mock-ups, prototypes, and testing; coordinate corrections and re-

fabrication when needed.

3) Shipping, Customs & Install Logistics

• Book fine-art/film/production logistics (domestic & international): crating,

packing lists, condition reports, COIs.

• Handle customs documentation: commercial invoices, ATA Carnets, and CITES

where applicable.

• Coordinate site access, rigging, equipment rentals, install crews, and safety

plans; prepare install itineraries and minute-by-minute run-of-show.

4) Film Production Coordination (as applicable)

• Build call sheets, crew lists, and day-out-of-days; coordinate permits, locations,

COI, and releases.

• Liaise with producers on schedules, shot lists, and dailies workflow; manage

gear rentals and returns.

• Track deliverables for post (footage logs, transcripts, exports); maintain file-

naming and archival standards.

5) Brand Collaborations & Partnerships

• Manage timelines across stakeholders (brand, agency, legal, PR, production,

e‑comm/retail, fabrication).

• Track approvals (design, compliance, legal, usage rights), product samples,

packaging, and launch assets.

• Coordinate content capture and delivery against creative specs.

6) Studio Operations & Administration• Coordinate content capture and delivery against creative specs.

6) Studio Operations & Administration

• Maintain studio SOPs, asset library, and CRM (contacts, vendors, partners,

collectors).

• Oversee inventory (works, editions, props, equipment), condition reporting, and

storage.

• Manage accounts payable/receivable hand-in-hand with bookkeeper (P.O.s,

invoices, receipts, reconciliations).

• Own documentation and archiving: photo/video capture of works and installs;

metadata, rights, and filing.

7) Calendars, Travel & People Ops

• Manage master calendar across time zones; schedule reviews, fittings, scouts,

installs, and shoots.

• Book travel and accommodations for principal and crew; prepare itineraries and

per diem.

• Onboard vendors/assistants/interns; collect W‑9/W‑8BEN, NDAs, and create

access to relevant systems.

8) Legal, Insurance & Compliance (with counsel/partners)

• Coordinate contract redlines, SOWs, and usage/licensing schedules; track

deliverables and IP ownership.

• Maintain insurance certificates, add insureds, track renewals; request COIs.
• Ensure compliance with venue, union, city, and international requirements.

Success Metrics (KPIs)

• On‑time delivery rate (install/shoot/start) ≥ 95%

• Budget variance ≤ ±10% across projects

• Install/ship incidents: zero avoidable damages or missed paperwork

• Vendor SLA: ≥ 90% on-time & quality scorecards

• SOP adoption: 100% of active projects tracked in the system, weekly status

updates shipped• SOP adoption: 100% of active projects tracked in the system, weekly status

updates shipped

• Archive completeness: 100% of works and project files documented and

searchable

Audit & Stabilize

• Map every active project (scope, budget, timeline, risk).
• Stand up a single source of truth (PM system + file structure).
• Triage shipping/permit deadlines; create an install/shoot calendar.

60 Days

–

Optimize & Scale

• Forecast capacity and cashflow across quarters.
• Create a studio handbook (how we plan, ship, install, and archive).
• Hand off recurring tasks to assistants; free principal for high‑leverage creative

work.

Qualifications

• 5–8+ years in project/production management across at least two of:

contemporary art/exhibitions, design/fabrication, film/TV/commercial

production, architecture/interiors, or brand activations.

• Demonstrated experience with international shipments, customs, and on‑site

installs (museums/galleries/venues).

• Comfortable reading shop drawings; can translate design intent into vendor-

ready specs and schedules.

• Proven budget stewardship; confident with spreadsheets and cost tracking.• Proven budget stewardship; confident with spreadsheets and cost tracking.
• Polished client-facing communication; succinct written updates and calm under

pressure.

• Valid passport; ability to travel and occasionally work evenings/weekends during

installs or shoots.

Nice-to-Haves

• Experience with ATA Carnet, CITES, and temporary import procedures.
• Familiarity with union requirements, location permits, and film production

paperwork.

• Knowledge of editioning, provenance, and archival best practices.
• Multilingual (Portuguese, French, German, or Italian is a plus).

Tools You (Probably) Use

• Project Ops: Notion or Airtable; Asana/Monday; Google Workspace; Slack.

• Design/Docs: Adobe CC, Figma; Bluebeam/Acrobat; basic CAD viewer.

• Film: StudioBinder or SetHero; ShotGrid or equivalent; Frame.io.

• Finance: Sheets/Excel; QuickBooks/Xero; Expensify/Ramp.

• Storage/Transfer: Dropbox/Drive; WeTransfer/Filemail.

(We’ll standardize; you’ll help pick and implement.)

Working Style & Culture

• High-agency, low‑ego, solutions-first.
• Clear writing beats chaotic threads.
• Protect creative time and insist on quality.

Physical & Schedule Requirements

• Ability to lift/assist with crates up to ~25–35 kg with proper equipment/team.
• Comfortable on ladders/scissor lifts with site safety protocols.• Ability to lift/assist with crates up to ~25–35 kg with proper equipment/team.
• Comfortable on ladders/scissor lifts with site safety protocols.
• Periodic after-hours or weekend work during installs, previews, and shoots.

Sample Working Exercise (Paid)

• You’ll receive: a concept brief, drawings, a materials list, and an install date.
• Deliver: timeline & budget draft; risk register; shipping plan (with carnet/CITES

Job Type: Full-time

Pay: €1,400.00 - €2,200.00 per month

Language:

• english (Required)