SUMMARY OF DUTIES:

• Initiate correspondence and other written materials on behalf of the Owner and execute with a high level of attention to detail and tone

• Maintain an awareness of the workflow of every department, the daily schedules of the staff, and current projects, staying informed on behalf of the Owner

• Compile, organize, and communicate staff inquiries for information and decisions requested of the Owner, exercising independent judgement related to such information

• Prioritize, troubleshoot, and anticipate issues, resolving them with the management team

• Recommend solutions to operational and administrative issues

• Serve as the first point of contact on behalf of the Owner for clients, collectors, and curators, including providing hospitality and scheduling appointments

• Maintain an in-depth knowledge of the gallery’s clients, collectors, curators, and gallery artists as well as contemporary art news, openings, and events

• Send sales offers to clients on behalf of the Owner

• Schedule all meetings for the Owner and manage his business calendar

• Prepare the Owner’s daily agenda, tracking reminders and important deadlines

• Manage all travel booking and hospitality reservations for the Owner

• Work closely with the Owner’s Personal Assistant to avoid scheduling conflicts

• Oversee general office administration for the Owner, including sorting mail, answering phones, shipping packages, managing technology and troubleshooting

• Keep receipts and track costs monthly for the Owner’s business expenditures

• Run errands for the Owner, including coordinating lunches and making purchases

• Support the Owner by attending all gallery openings and occasional special events

• Discreetly manage confidential information

QUALIFICATIONS:

• Knowledge of contemporary art, art institutions, and the art market preferred

• Experience working at a contemporary art gallery or museum preferred

• Bachelor’s degree required, preferred in studio art, art history, or related field; Master’s degree preferred

• At least four (4) years of professional experience as an executive assistant or assistant to the owner required; eight (8) to ten (10) years of professional experience in the contemporary art world preferred

• Advanced computer and technological skills in a Mac-based environment required, including: Google Suite (Gmail, Calendar, Sheets); Microsoft Office Suite (Word, Excel, PowerPoint); Adobe Creative Suite (Acrobat and InDesign); knowledge of Arternal and ArtBinder preferred

• Basic knowledge of databases such as ArtBase / FileMaker preferred

• Exceptional organizational skills

• Extremely self-motivated, responsible, and efficient

• Adept at creative problem-solving, anticipating and resolving issues quickly

• Enjoys completing tasks with persistence, patience, and discretion

• Excellent communication and writing skills

• Highly detail-oriented and precise, with superior editing abilities

• Excellent computer and technological skills

• Fluent in English; fluency in an additional language welcomed

• Excels in a fast-paced, deadline-driven environment