Executive Assistant 9819

New York, New York

Start 10/03/2022

Permanent

Reporting to the Co-founder and Partner, the Executive Assistant is responsible for arranging Partner’s schedule, supporting her client relationships and managing client correspondence, as well as managing her personal affairs. The candidate must have a clear understanding of the intricacies around the confidentiality and level of client service required for the position. This role requires the ability to interact comfortably and professionally with clients (whether by phone, in person, or writing). The role requires a strong knowledge of the nineteenth century through Contemporary artists and prior experience working as an Executive Assistant for a high-level art gallery CEO or other senior level Director.


Salary Range:  $80k - $100k based on experience
 

JOB DUTIES AND RESPONSIBILITIES:

Administrative

  • Maintaining Partner’s schedule, including organizing meetings, phone calls, and video conference calls, including follow-up and (when necessary) rescheduling. You will also be tasked with organizing travel with her driver or hired cars, as well as domestic and international trips.
  • Managing Partner’s inbox, including making sure appropriate follow-up occurs in a timely manner. Drafting emails and making sure they are approved and sent. Work with constant diligence and quick turnaround time.
  • Sending client offers for every exhibition and art fair
  • Opening and organizing mail received at both uptown locations.
  • Answering the telephone and receiving guests and clients.
  • Organizing necessary materials and printing sales PDF’s for viewings
  • Serving as a conduit and delegating tasks to the appropriate staff member on behalf of Partner.
  • Getting invoices approved for advisory sales and other purchases.
  • Creating directors meetings agendas, agendas for other misc. meetings
  • Responding to all requests from Partner


Project  Management  Assistance

  • By default, working with Partner or assisting her requires project management skills. The range of projects include photoshoots, client installs, birthday presents for clients or artists, holiday presents for clients or artists, events, and dinners.

 

Art  Advisory

Much of the art advisory is managed by other colleagues, but you may be asked to assist with:

  • Vendor reimbursement invoices from installs, on approvals
  • Coordinating with Operations to make sure projects and installs happen efficiently
  • Creating spreadsheets for invoices with payment plans & monitoring payments
  • Coordinating invoicing logistics with Financial team for advisory work
  • Coordinating shipment/install logistics with Operations
  • Liaising with dealers and gallerists – requesting new work by artists, etc


Creative/Research

  • Developing sales PDFs for communicating information about works and exhibitions to clients and curators. Some projects require additional research drawing from the internet, exhibition catalogues, conversations, etc.
  • Managing mood boards & Photoshop renderings for VIP clients and for exhibition planning.
  • Art fairs/auctions require attention to ensure that changes in the market (prices, availability, contextualization, etc.) are appropriately noted.

 

Archival/Inventory

  • Adding select works to Platform and the drive
  • Adding select works for VIP clients to the Platform and drive
  • Updating advisory records with exhibitions, literature, etc.
  • Adding new clients and contacts to Platform
  • Record keeping
  • Keeping install photos and renderings organized on server for each client

 

Always

In the most professional, helpful, and polite manner:

  • Provide general staff support
  • Interface with artists, clients, vendors, and gallery visitors
  • Interface with media representatives
  • Be organized and detailed oriented with an aesthetic eye
  • Develop technological skills
  • Maintain excellent knowledge for all gallery artists