Assistant Administrator / Office Manager

Private Collections Management

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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.)

How to Apply

Please send cover letter, resume, and references to

Our main office is in Hoboken, NJ steps from the PATH or NJT. Daily travel stipend included.

Posted on December 4