Part time: Wednesday to Friday (10am- 6pm) + half day Saturday (12-5pm)
We are seeking a highly organized and motivated Gallery Assistant to support the founder in all aspects of gallery operations and exhibition coordination. The ideal candidate will possess strong writing, research, and communication skills, as well as the ability to manage multiple tasks and contribute to the gallery’s overall success.
This role offers a unique opportunity to work closely with the founder, artists, clients, and industry professionals, playing a key role in the gallery’s daily operations and exhibitions. This is a dynamic role that requires a proactive, detail-oriented individual who is passionate about the art world and capable of working in a fast-paced environment.
General Responsibilities
1. Greet visitors, acknowledge and recognize clients, press, curators, and artists, and share knowledge of the gallery with visitors, including its programs and artists.
2. Handle all supply orders for gallery needs, including exhibition supplies, event essentials, and essential housekeeping items, while maintaining inventory levels and ensuring timely delivery.
3. Manage social media schedule for the gallery.
4. Update contacts in databases.
5. Update and manage events calendar and gallery work schedule.
6. Assist with travel and accommodation arrangements for artists or founder during fairs and exhibitions.
7. Assist with installation if needed and coordinate with technicians to ensure proper procedures and handling.
8. Manage artwork inventory by maintaining an accurate and up-to-date database of all pieces, including details such as artist information, pricing, and availability.
Exhibitions
1. Assist the founder with the coordination of exhibitions with all preparatory work including making certificates, producing press releases and floorplans, and writing artwork descriptions.
2. Manage the coordination of images and materials for press, marketing, publications, and social media to enhance the gallery’s visibility and outreach.
3. Create visual material for exhibitions, such as posters and other press-related material.
Shipping
1. Coordinate the logistics of artwork shipments, liaising with clients, shipping companies, and other galleries or registrars for collaborations and loans.
2. Prepare consignment agreements and commercial invoices, ensuring accuracy and compliance.
3. Manage artwork inventory and location updates.
4. Implement a systematic tracking process for incoming and outgoing artworks, ensuring proper documentation for sales and exhibitions.
5. Collect and file proof of export and shipping-related documentation.
Events
1. Manage and organize everything relating to private views, dinners, and other gallery-related events, acting as the primary point of contact for artists, guests, and vendors to ensure smooth execution. This includes coordinating logistics, handling invitations, and overseeing on-site arrangements.
Skills and Experience Required
1. Degree in Art History or art-related subject.
2. Experience in a similar role or internship within a gallery, museum, or arts-related organization.
3. Good knowledge of Photoshop and Mac operating system.
4. Previous experience with CSM and Artlogic desired.
5. Writing and editing skills, with an eye for detail and clarity.
6. Familiarity with logistics and administrative tasks related to art handling, shipping, and documentation.
7. Strong interpersonal skills and the ability to liaise effectively with artists, collectors, clients, and collaborators.
8. Ability to manage multiple tasks simultaneously, prioritizing and adapting to changing situations.
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