Curatorial Office Coordinator

Zeitz Museum of Contemporary Art Africa (Zeitz MOCAA) is a public not-for-profit institution that exhibits, collects, preserves, and researches contemporary art from Africa and its diaspora; conceives and hosts international exhibitions; develops supporting educational, discursive, and enrichment programmes; encourages intercultural understanding; and strives for access for all. The museum’s galleries feature rotating, temporary exhibitions with dedicated spaces for the permanent collection. The institution also includes the Centre for Art Education (CFAE), and the Atelier, a project space for emerging Cape Town-based artists. Our Mission At Zeitz MOCAA, we are committed to promoting artistic innovation, cultural exchange, and social dialogue. Through our exhibitions, programs, and initiatives, we aim to inspire creativity, foster critical thinking, and contribute to the cultural landscape of Africa and the world. Job Summary This role reports to the Senior Curator. The main purpose of this role is to provide advanced administrative and coordination support to the Curatorial Department. The role is responsible for curatorial schedule management, office management, information preparation, company records management, data analysis, fellowship coordination and external partner liaising. Key Responsibilities: Curatorial Office Administration Manage the office by ensuring the curatorial office is organised and presentable. Maintain and improve current filing and contact database systems. Provide administrative and logistical support to the Curatorial team. Act as a liaison between the Senior Curator, Managing Editor, and other departments. Manage curatorial scheduling, ensuring alignment with deadlines and meetings. Populate the payment schedule and follow up with Finance. Archive curatorial files, maintain SharePoint folders, and ensure proper project documentation. Project archive checklist – when an exhibition / project is completed ensure everything is filed in way that future employees can access information. Oversee master calendar for programming, exhibitions, publishing, and meetings including: Coordinate travel, logistics, and artist site visits. Support visitor reception, scheduling, and group events. Assist with curatorial events, openings, RSVPs, and invitations. Supporting the Curatorial Team: Travel, Accommodation Manage the administration of the Curatorial Research travel budget. Obtain quotations for flights and accommodation as per the organisation procurement guidelines. Book flights and accommodation. Prepare subsistence and travel allowance currency. Assist with travel documents for curators where necessary. Fellowship Coordination 1. Museum Fellowship intake and recruitment process Coordinating the annual call for applications including: Content signs off from various internal and external stakeholders. Setting up online application platform. Reviewing applications to ensure that they meet all application requirements. Reviewing candidates’ qualifications and experience to determine whether they are suitable for the position. Interviewing candidates to ascertain whether they have the necessary skills and experience to succeed in the position. Responding to applicant queries and managing the fellowship email account. Maintaining application and selection database for each year. Arranging travel logistics for recruitment drive in compliance with museum, university, and sponsor policies. Arranging schedule of events for recruitment drive. Assistance with getting all collateral ready in time for recruitment drive. Research on potential partners or collaborators from the African continent. 2. Commencement Preparation Plan and organise the orientation program, including scheduling events, transport, and meetings. Coordinate relevant IT setup and access cards with museum departments. Assist with Fellows’ visa applications and liaise with SA authorities, SAQA, and medical aid. Work with UWC on administrative letters for visa support. Arrange accommodation and rental agreements for fellows. Prepare welcome packs for incoming fellows. 3. Day to Day Duties Provide administrative supervision and support to fellows. Manage fellowship administration, including agreements, HR, and reporting. Create schedules and rosters, aligning with the UWC calendar. Coordinate professional development activities in consultation with supervisors. Assist with assessments, evaluations, and grading data. Update rotation, vacation, and leave schedules with supervisors. Support basic budget administration. Draft documents and correspondence for presentations, grants, and reports. Assist with curatorial research and facilitate exhibition tours. Liaise with fellowship alumni and coordinate newsletters. Organise fellowship meetings, including with supervisors, UWC, and leadership. Give logistical guidance for the fellows end of programme project. Coordinate programme feedback and evaluations. Arranging accommodation inspection with outgoing fellows and the landlords. Maintain a regular supply of office consumables through conducting regular stock takes. Ensure sufficient groceries on hand for the office as well as catering needs for various programmes. Keep track of the department’s assets and equipment. Coordinating the hiring/lending CFAE assets from other departments. What you’ll need to be successful in the role: Diploma in Secretarial/ office management and/or executive administration or equivalent. Knowledge of Curatorial processes. 3 years executive personal assistant experience. 3 years of Museum/Gallery/Art Institution experience. Fluent in English in business verbal and written language. A minimum of 3 years’ experience in an administrative role in an office environment. Knowledge of Microsoft Office suite including Outlook. Knowledge of organisational skills is essential. Strong attention to detail. High level of efficiency. Working independently and taking initiative. Effective problem-solving skills. Good time management and scheduling abilities. Teamwork and collaboration. Honest and reliable. Basic bookkeeping and data capturing. Requirements Competency in another official SA language is a strong recommendation. An amiable and welcoming attitude. Punctuality. Maintaining a professional image. Extensive knowledge of office administrative procedures and knowledge of use and operation of standard office equipment, at a high level. Person specification This role requires an individual with knowledge in project management, ability to plan, coordinate, and support with high level administration. The individual must bring high standard of work, good work ethic, deadline driven, with good networking, oral and written communication, and engagement skills. Ability to be resilient and remain calm under pressure. As a cutting-edge equal opportunity institution, Zeitz MOCAA celebrates diversity in all its forms including gender, race, creed, and orientation. Zeitz MOCAA is committed to Employment Equity and particularly welcomes applications from suitably qualified Historically Disadvantaged Individuals (HDIs) for this position. #J-18808-Ljbffr