Jack Shainman Gallery is seeking a full-time Personal Assistant. This position will report directly to Jack Shainman and his Executive Assistant. This is an excellent opportunity for the Assistant to develop their skills by being closely mentored by both junior and senior members of the team.
The ideal candidate will have the ability to maintain good judgment in a fast past paced environment, possess superior written and verbal communication, as well as administrative and organizational skills. Grace under pressure, as well as an exemplary sense of detail and the ability to proactively problem solve are integral to success within the organization. This individual will have significant contact with senior level staff, clients, and artists, therefore discretion and poise are essential.
Primary duties include:
Maintain President’s calendar by planning and scheduling internal and external meetings and appointments, as well as a running to-do and call list.
Support Executive Assistant in coordinating travel: research and book President’s travel, create travel itineraries, and organize all transportation.
Draft email correspondence as requested by Jack Shainman and Executive Assistant.
Maintain thorough contact records in gallery’s database.
Assist in the support of sales as needed. Send sales previews, compile draft offers, and send invoices as requested.
Track auctions, alert sales staff of all upcoming lots of interest, organize bidding, and oversee the payment and collection of all acquired works.
Generate and send all appraisals under the direction of senior sales staff.
Oversee all gala invitations and donation requests.
Support Executive Assistant with research projects as needed.
Assist with general gallery duties as needed, including: maintaining internal viewing room checklists, proofreading releases and mailers, and ensuring that the President’s desk, office, and meeting spaces are clean, organized, and presentable.
The Candidate should have a minimum BA in Art History or a related field and some administrative or gallery experience. Experience with ArtBase, or a similar database program is ideal. Salary commensurate with experience.
Position hours are Tuesday - Saturday, 10am to 6pm. Candidate will occasionally need to work additional evening hours and is expected to attend key gallery events.