Executive Assistant

Regen Projects

Position Summary:

The Executive Assistant is responsible for supporting the Director of Operations, with finance, human resources, technology, scheduling, and correspondence.


Key Duties & Responsibilities:

The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.

  • Support all Gallery Operations under the Director of Operations (e.g., liaising with partner galleries, vendors, staff, and third-party contractors)

  • Assist with administrative tasks (e.g., preparing expense reports)

  • Manage calendar (e.g., schedule meetings, vendor appointments)

  • Assist with Gallery finance (e.g., preparing and reviewing invoices and statements, Payables and Receivables)

  • Project manage all events (e.g., rentals, catering, valet, security, staffing)

  • Carefully review and proof everything for accuracy, content, and grammar

  • Promote the gallery’s brand by being an engaging, confident voice & face to the outside world (i.e., callers, visitors)

  • Ensure the Director of Operations is prepared and well briefed with the most current information for all meetings and interactions

  • Be the gatekeeper to allow her to work uninterrupted when necessary

  • Attend after hours events related to the gallery program and its growth

  • Have a close working relationship with the entire Regen Projects team and be aware of who-is-doing-what

  • Assist with Human Resources (e.g., preparing job descriptions, posting job ads, assisting with candidate interviews)

  • Assist with tracking PTO and sick days through the gallery’s HR management system

  • Drafting meeting agendas, taking minutes

  • Back up for Director of Ops when out of the office


Desired Skills & Experience:

  • Bachelors’ Degree in Art History or a related field

  • 5 years’ experience as an Executive Assistant or Office Manager

  • Prior experience working in a gallery, museum, or auction house preferred

  • Event management experience required

  • Experience working with financials, payables, accounts receivables

  • Knowledge of contemporary art and the gallery artists

  • Excellent written and oral communication skills

  • Personable, engaging, and amiable personality

  • Detail oriented in approach and accurate in execution

  • Strong project management and administrative skills

  • Self-starter with strong initiative to deliver

  • Capable of managing multiple priorities in a high-pressure environment

  • Strong problem-solving skills

  • Exceptional interpersonal and collaborative skills

  • Strong teamwork values

  • Passion for excellence

  • Artist and client focused

  • Working knowledge of ArtBase, Artnet, Mac, iPhones, Microsoft Office Suite, Adobe Acrobat Pro, Slack and Zoom

How to Apply

Please email cover letter (in body of email) with resume and references attached as one PDF and ‘Executive Assistant’ as the email subject heading to office@regenprojects.com.

Posted on September 8