Gallery Operations

• Open and close the gallery daily

• Manage incoming mail and prepare outgoing shipments for USPS and Fed Ex

• Maintain tidiness of communal spaces and monitor kitchen and office supplies

Visitor Reception

• Answer and direct gallery phone calls

• Welcome and assist visitors

• Create exhibition checklists and press releases in accordance with gallery style guide

• Support the sales team during client visits and alert staff to key visitors

• Assist in planning and executing opening events in coordination with the Directors

• Develop working knowledge of the gallery’s artists, including biographical details and the arc of their practice, in order to speak confidently with visitors during exhibitions

• Exercise good judgment about when to engage a director for in-depth inquiries or sales conversations

• Fulfill book sales of artist books and catalogs in person and online

Event & Dinner Logistics

• Coordinate gallery dinners end to end: draft guest lists, book venues, manage invitations, generate and organize seating name cards, and oversee day-of setup

• Track and manage RSVPs across exhibitions and art fairs; keep the sales team regularly updated

• Coordinate gallery public programming events with press liaison

Support for the Vice President

• Manage scheduling and calendar coordination, including maintaining the global gallery calendar with accuracy

• Collaborate with VP and travel agent with travel planning, including flights, accommodations, ground transportation, and preparation of detailed travel itineraries and folders for each trip.

• Conduct special research projects as directed by VP

Database & Administrative

• Update and maintain gallery contact records in Artlogic

• Organize and distribute monthly credit card expense reports

• Handle petty cash replenishment and tracking; make check deposits and related financial recordkeeping

• Oversee gallery book inventory; monitor stock levels, place orders, and maintain reference inventory for Directors

• Prepare daybooks for exhibitions and art fairs and add names collected to databases and mailing lists

• Create sales PDFs and Artlogic Private Views for exhibitions, art fairs, and personalized offers

• Prior experience in a supporting role at a gallery, museum, or comparable arts or entertainment organization

• Bachelor’s degree required; background in art history, visual arts, curatorial studies, arts administration, or a related field preferred

• Full written and spoken fluency in English required; Spanish fluency a significant plus

• Familiarity with contemporary art and authentic interest in the gallery’s artists and mission

• A natural ease with people and enjoyment of public-facing work

• Strong listening and interpersonal skills

• Demonstrated ability to manage competing priorities and meet deadlines independently

• Excellent written and verbal communication skills

• High degree of discretion and sound judgment in handling sensitive information

• Proficiency in Microsoft Office and Adobe Suite; experience with Artlogic a plus

• Ability to work closely and cooperatively with a small, collaborative team