Assistant Administrator / Office Manager
Private Collections Management
Active and growing private fine art collection management firm is seeking a full-time assistant administrator / office manager to support our small team. Excellent position with good growth opportunity for a well-organized and motivated individual. M-F schedule.
Starting activity and training will be focused on administrative and bookkeeping tasks. Demonstrated reliability, discretion and aptitude will quickly broaden the scope of responsibility to include loan and exhibition projects, contract negotiation and budgeting. We provide a very broad range of services including commercial, non-profit, public & private, and work with internationally renowned institutions, galleries, and studios. New members of our team gain a general knowledge of operations through administrative work as a prerequisite to more demanding tasks.
Starting responsibilities include:
Organize expenses, review & prepare invoices for small business, clients, exhibitors and third parties
Organize and digitally archive documents, images, art media and exhibition materials
Support the team by drafting correspondence, scheduling appointments, overall communication and travel arrangements
Maintain office & warehouse supplies
Prepare and manage receipt and release paperwork for our local warehouse
Assist with supervision of warehouse operations & maintenance
Further responsibilities to include:
Assist clients directly with budgeting, estimating, financial review & reporting
Assist team with exhibition production from initial conception through to installation
Manage commercial activity including consignments, artwork invoicing, viewings and presentations
Active registration duties (updating location inventory, booking shipments, organizing estimates, developing project schedules with vendors)
Artwork research including provenance, literature and exhibition history
Highly organized, meticulous, pro-active approach to problem-solving, with ability to prioritize, multi-task and work both as part of a team and independently in a fast-paced environment
Excellent communication skills
Ability to work proficiently with MS Office, basic graphic editing programs
Candidates with the following will receive preference:
Interest in and working knowledge of Contemporary & 20th Century art
Working knowledge of German
Relevant experience in a similar role (Arts administration, registrar or bookkeeping)
General knowledge of accounting and financial processes (budgeting, reporting, etc.)
Please send cover letter, resume, and references to artconfidant.sb@ssl-mail.com.
Our main office is in Hoboken, NJ steps from the PATH or NJT. Daily travel stipend included.