Art Studio Manager / Personal Assistant
Pubblicato il 04-08-2026 - Dozie Studio in Milano
**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 & Stabi