Key Responsibilities:
- Provide high-level administrative assistance to the Gallery Owner, including calendar management, scheduling meetings, and prioritising tasks.
- Coordinate travel arrangements, including booking flights, accommodation, and organising itineraries for the Gallery Owner, artists, and VIP clients.
- Manage all communications on behalf of the Gallery Owner, including email, phone calls, and correspondence, ensuring timely responses and maintaining confidentiality.
- Organise gallery exhibitions, private viewings, and special events, liaising with clients, artists, and external suppliers.
- Assist with art sales management, tracking inventory, and preparing related documentation.
- Prepare reports, presentations, and materials for meetings with clients, collectors, and other stakeholders.
- Serve as a liaison between the Gallery Owner and the gallery team, ensuring clear and effective communication.
- Conduct research on potential clients, artists, and art market trends to support gallery strategies and operations.
- Manage VIP client relations, ensuring a personalised experience for collectors, curators, and investors.
- Oversee day-to-day office management, including handling administrative tasks, maintaining gallery files, and organising office supplies.
- Assist with financial administration, including invoicing, budget tracking, and liaising with accounting teams.
Skills & Qualifications:
- Minimum of 5 years’ experience as an executive assistant, preferably in a high-end art gallery, museum, or similar environment.
- Exceptional organisational skills and the ability to multitask and manage competing priorities.
- Strong written and verbal communication skills.
- Proficient in Microsoft Office Suite and office management software.
- Experience with CRM systems, databases, and scheduling tools.
- High level of discretion and confidentiality when handling sensitive information.
- A genuine passion for the arts, with an understanding of the gallery’s exhibitions and artists.
- Ability to work independently, take initiative, and approach problems with creative solutions.
- Strong interpersonal skills with the ability to engage with high-net-worth clients and stakeholders.