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Executive Assistant

Job Description

Our client in New York is seeking an Executive Assistant to work alongside the owner and founder of the gallery.

The successful candidate will provide excellent administrative support alongside providing support in strategic thinking and creative problem-solving.


  • Communicate and manage the Director’s calendars
  • Demonstrate prioritizing and maintaining items on the daily to-do lists
  • Create agendas for all client or artist meetings/telephone calls
  • Arrange travel for the Director
  • Keep track of open client offers
  • Ensure records of artists and clients are maintained
  • Prepare any materials that are needed for sales meetings alongside attending the meeting
  • Ensure the Directors desk is kept tidy and organized
  • Maintain and regularly update all gallery contacts
  • Organize telephone bids and proxy bids for the director; reserve tickets and paddles; keep track of auction schedules and catalogs
  • Liaise with various gallery staff to coordinate and prepare for all client meetings, opening events, special events
  • Personal assistance when required
  • Organize the end-of-year charitable donations and gallery holiday gifts


  • Previous administrative experience is required
  • Bachelor’s degree or equivalent experience
  • Strong knowledge and use of Microsoft Office Suite and Adobe Acrobat
  • Show knowledge using software such as ArtBase, ArtBinder, Photoshop and InDesign a plus
  • Have experience in managing multiple priorities, administrative coordination, and logistics
  • Be organized, show strong attention to detail, and multitask
  • Have strong written and verbal communication skills