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Berggruen Gallery is seeking an experienced and highly skilled Executive Assistant. Qualified candidates should be highly personable, professionally mature, proactive, adept at multitasking, and have strong written and oral communication skills. The Executive Assistant will coordinate all aspects of the Owner’s day-to-day as well as partner with additional gallery assistant staff on overall administration.
This position requires the ability to handle a high level of volume and complexity, the ability to work with well with people, including staff, colleagues and clients. Detail orientation along with the ability to multi-task is a must. Candidate must also be highly motivated and excel in an extremely fast-paced environment.
Minimum 2 years’ experience of Executive Assistant support. Previous experience at a gallery, museum, or comparable arts organization is preferred.
Salary commensurate with experience. John Berggruen Gallery offers robust benefits including health, dental, matching 401(k), and vacation. Position will require working occasional Saturdays. Applicants will occasionally need to work additional hours for events and openings.
Responsibilities
Support for Owner
Maintain and organize owner’s daily schedule and daily reminders (e.g. coordination of calendar, reservations, invitations and other appointments)
Coordinate all travel arrangements, including preparation and confirmation of detailed itineraries and key follow up and confirmation of all appointments throughout trip
Prepare all correspondence on behalf of Owner, including communication to internal staff, clients, artists, museums and other applicable individuals
Manage all incoming calls to Owner’s office
Maintain organization of Owner’s office and files
Assist Owner in sending out and monitoring offers
Coordinate offers on behalf of Owner, including organization of all associated logistics (e.g. shipping, paperwork, etc); working with colleagues to obtain images, provenance and all other relevant documentation to oversee completion of a sale
Research current market prices and other pricing information
Liaise with Sales Team to monitor client interests; ensure that database records are current and complete, create new records for new clients
Assist in personal errands for Owner, as directed
Support for Gallery, in partnership with other gallery assistant staff
Oversee opening and closing of Gallery on daily basis
Manage website
Manage all incoming calls to Gallery and inbox
Greet clients in Gallery and coordinate all preparation for client meetings
Coordinate viewings for clients, ensuring art-handling is finalized and prepare all applicable materials
Coordinate all gallery and home events: openings, lectures, cocktail parties, and dinners
Coordination of administrative duties including general office management responsibilities (e.g., ordering supplies, organization of office, kitchen supplies etc, signage in gallery)
Assist Owners and Directors in the preparation for exhibitions and art fairs (e.g. editing and proofreading content for gallery publications, preparing for views, overseeing signage, uploading ArtBinder, updating website)
Other duties as assigned by Manager
Requirements
Qualifications
BA Degree Required
2 years of experience within a gallery, auction house or museum setting
Excellent verbal and written communication skills required
Ability to work well with clients, gallery representatives, museum curators, and other creative professionals both in and outside the gallery setting
Highly organized and able to prioritize tasks as needed
Extremely detail-oriented and have excellent proofreading skills
Strong computer skills (Word, Excel, PowerPoint) required
Willingness to work long hours (50 – 60 hours per week) with flexibility to allow for periodic long work days to support the gallery’s events, which normally occur after business hours
Ability to work a Tuesday-Saturday schedule if needed
How to Apply
Interested applicants should email a brief cover letter and resume.
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Posted on November 25