Location: Vadodara (Baroda)

Work arrangement: Full-time, in-office

Experience required: 1–3 years

ABOUT THE ROLE

We are looking for an organised, responsible and proactive Client Servicing & Cultural Projects Manager to support the daily execution of projects across art, culture, design and communication.

The selected candidate will work closely with the co-founder, translating approved ideas and decisions into briefs, schedules, follow-ups and completed deliverables. The role involves coordinating clients, creative collaborators, artists, galleries, vendors and internal team members while maintaining clarity across multiple projects.

This is an execution-focused position suited to someone who communicates professionally, pays close attention to detail and takes responsibility for seeing tasks through to completion.

The position is based in Vadodara and requires the selected candidate to work from the office every working day. Remote and hybrid applications will not be considered.

KEY RESPONSIBILITIES

Client servicing

- Manage routine client communication and follow-ups.
- Record client requirements, feedback, approvals and pending information.
- Prepare meeting agendas, take structured minutes and circulate action points.
- Ensure that client instructions are correctly communicated to the relevant team members.
- Track approvals and follow up on pending decisions.
- Escalate strategic, financial or sensitive matters to the co-founder.
- Maintain professional and timely communication across all projects.

Project coordination
- Convert approved ideas and discussions into clear tasks, briefs and timelines.
- Maintain project trackers, content calendars, checklists and deadline sheets.
- Coordinate designers, writers, photographers, video editors, vendors and other collaborators.
- Follow up on assigned work until it is completed.
- Track revisions and maintain version control across documents and creative files.




- Identify delays or missing information and report them promptly.
- Prepare daily and weekly updates covering priorities, progress and pending approvals.
- Organise project folders, documents, databases and reference material.

Creative coordination
- Prepare clear briefs based on direction provided by the co-founder.
- Share complete content, references, dimensions, credits and deadlines with creative teams.
- Check deliverables for missing information, incorrect text, factual errors and deviations from the brief.
- Consolidate feedback and coordinate revisions.
- Ensure that only approved versions are circulated or published.
- Coordinate with the Content & Social Media Executive on campaign and publishing schedules.

Research and documentation
- Conduct preliminary research on artists, exhibitions, institutions, cultural subjects and potential partners.
- Compile relevant information and source links in an organised format.
- Verify names, dates, spellings, artwork information and credits.
- Maintain artist, press, client, collaborator and stakeholder databases.
- Prepare briefing notes and supporting documents for meetings and presentations.

Exhibitions and events
- Assist with exhibition schedules, artwork lists, invitations, labels and production requirements.
- Coordinate with galleries, artists, speakers, vendors and project partners.
- Maintain installation, event and launch checklists.
- Support previews, exhibitions, art fairs, public programmes and other events.
- Travel for projects when required.




- Remain available for occasional evening or weekend work during exhibitions and events, with compensatory leave as applicable.

REQUIREMENTS
- 1–3 years of experience in client servicing, project coordination, account management, events, a creative agency, art gallery or cultural organisation.
- Strong written and spoken English.
- Excellent organisational and follow-up skills.
- Ability to manage multiple timelines and responsibilities simultaneously.
- Strong attention to detail.
- Ability to prepare clear briefs, meeting notes and status reports.
- Working knowledge of Google Workspace, Microsoft Office, spreadsheets and presentation software.
- Interest in art, design, culture and communication.
- Skilled conduct when dealing with clients and senior stakeholders.
- Ability to work independently within established processes.
- Willingness to work from the Vadodara office every working day and travel when required.
- Discretion when handling confidential information and unreleased projects.

THE IDEAL CANDIDATE
- Takes ownership of assigned tasks.
- Follows work through without repeated reminders.
- Retains instructions and maintains accurate records.
- Communicates delays and concerns early.
- Consolidates questions instead of sending fragmented requests.
- Remains organised during busy project and exhibition periods.
- Is interested in developing a long-term career in the cultural and creative sector.

APPLICATION REQUIREMENTS
- Updated CV
- Current and expected salary
- Notice period and earliest joining date
- Current location
- Confirmation that they can work from the Vadodara office every working day
- Examples or brief descriptions of projects they have personally coordinated
- A short note explaining why they are suited to the role

Only complete applications will be considered. Pay: ₹20,509.34 - ₹28,096.71 per month

Benefits

- Leave encashment

Work Location: In person

📌 Client Servicing Executive (Vadodara)
🏢 Astanzi
📍 Vadodara