Assistant to Gallery Director

Karma Gallery

www.karmakarma.org

Karma is seeking an experienced Assistant for immediate hire to join our New York-based gallery.

This role will oversee the schedule, correspondence, travel, and sales-related activities, and will be the main liaison between the Director, internally and externally.

The ideal candidate will be an experienced and organized individual with a demonstrated interest and industry knowledge in fine arts, sales and art market, will have previously worked in a similar fast-growth environment, such as a gallery, art advisory firm, or executive setting, and will possess a proactive approach and excellent communication skills.

This Monday through Friday position will be based out of our East Village galleries and will relocate to our new space in Chelsea in the Fall. This role will require flexible working hours which may fall outside our regular gallery hours of operation, which are 10am-6pm.

Responsibilities

Key Responsibilities

Director Liaison: Serve as the primary point of contact for internal and external communications. Screen phone calls, emails, and correspondence.
Be proactive with communication and follow-ups.
Administrative Support: Manage daily to-do lists and reminders; Handle sensitive and confidential information with discretion and professionalism at all times.
Calendar management: Ensure timely reminders and attendance.
Sales: Respond to inquiries, follow up on offers, and communicate with clients as needed. Research and generate offers under the Director’s supervision and work with relevant departments to obtain necessary materials (images, documents, press, etc.).
Client Relationship Management: Oversee client engagement, from invoicing, payment, to the final delivery of artwork; Create interest sheets for exhibitions and art fairs; Organize and maintain client contact information.
Project Management: Assist with both professional and personal projects.
Collection management: Oversee and manage Director’s collection; including data entry and inventory management with a keen eye for detail.
Auction Support: Collaborate with colleagues to track upcoming auctions. Register for approved lots and add upcoming auctions to the calendar.
Travel Management: Arrange domestic and international travel, considering preferences, budgets, and logistical requirements, and visas. Create detailed travel itineraries.
Expense Reporting: Track and submit expense reports.
Gallery Operations: Provide support to the gallery and sales team, engaging with visitors and maintaining a clean and organized public and private space. Field general inquiries to email accounts, assist with loans and special projects.
Event Management: Coordinate events, including gallery dinners; work with colleagues to coordinate annual gifting.
Relationship Building: Build and maintain positive relationships with colleagues and clients.

Requirements

Qualifications & Requirements

5+ years experience providing administrative or operational support to senior level executive(s)
Prior exposure to gallery, art advisory, auction house, or creative agency environments
Familiarity with workings of gallery and/or auction house, primary and secondary market
Bachelor’s degree in Art History, English, Arts Administration or related field is helpful
Ability to communicate clearly and concisely, both verbally and in writing
Comfortable efficiently communicating via email, phone and text
A proactive, confident, problem solver with an eye for efficiency
Experience handling confidential information with integrity and discretion
Be comfortable being reached outside of regular business hours, with occasional work on weekends/time zones, for time-sensitive issues
Superb fluency with Gmail Suite, Microsoft Word, Excel; familiarity with Arternal is a plus!

How to Apply

To Apply:

Please email your resume and cover letter as a single PDF to hiring@karmakarma.org, noting Assistant NY in the subject line. This position is for immediate hire.

Compensation & Benefits

The salary range for this exempt position is $60,000 - $90,000. Actual salary will be determined by several factors including but not limited to the individual’s experience, skills and qualifications.

This full-time position will be eligible for benefits including:

Company funded health benefits (medical, dental, and vision), starting at zero cost to employee
401(k) with a company match
FSA / HSA Programs
Commuter Benefits Program
PTO, paid Holidays, a week off in August and December
Paid Parental Leave

Karma is an Equal Opportunity Employer. We celebrate diversity and are committed to equal employment opportunities regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status.

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