Executive Assistant to Global Sales Director

1 week ago

London, Greater London, United Kingdom White Cube Full time
About the Role

We are seeking a highly organized and detail-oriented Executive Assistant to support the Global Sales Director in managing the director's schedules, travel, and communications. The successful candidate will also provide administrative support to the Global Sales Director's Client Manager and assist with sales administration tasks.

Key Responsibilities
  • Personal Assistant
    • Manage the Director's professional diary, ensuring it is synced and up to date on an hourly basis.
    • Communicate schedule changes promptly and reorganize as necessary to ensure all parties are notified.
    • Book restaurants, venues, and other arrangements as required.
    • Manage the Director's personal diary, including events, holidays, reminders, and birthdays.
    • Coordinate travel arrangements, including research, visa applications, passport renewals, flight bookings, and car/taxi arrangements.
    • Prepare travel itineraries and information packs, collate required paperwork, and research directions/maps.
    • Reconcile the Director's credit card and cash expenses, collect receipts, and process invoices.
    • Ensure company budgets are adhered to where applicable.
    • Liaise with clients on gallery tours, tickets, and other arrangements.
    • Project manage the Director's online profile and social media accounts.
    • Maintain office filing, archiving, and catalogue library for the Director's office.
    • Liaise with Operations and IT departments to maintain office supplies and computer systems.
    • Assist with ad hoc gift purchasing.
  • Management Support
    • Assist in obtaining management information on a regular basis to provide to the Director, including reports on debtors, pro-formas, sales data, budgets, sales team information, and artist statements.
    • Prepare documentation for weekly Board meetings on behalf of the Director.
    • Liaise with and gather information from gallery staff on behalf of the Director and arrange regular meetings as required.
    • Coordinate and action management information in liaison with the Director.
    • Ensure the Director is updated following Artist and Sales Liaison visits to artists' studios or when new works are brought into the gallery for artists not directly responsible for by the Director.
    • Print and collate relevant press for the Director.
    • Prepare information packs and presentation material for relevant artists' forthcoming shows not managed by the Director.
    • Work alongside the secondary market team to oversee the correct management of the gallery's internal artists' stock, including sales and acquisitions.
    • Collaborate with the secondary market team to ensure internal artists coming up at auction are discussed and a strategy on acquisition is confirmed ahead of the sale.
  • Sales Administration Support
    • Provide administrative support to the Global Sales Director's Client Manager as required, prioritizing duties as necessary.
    • Log and refuse offers on the sales database.
    • Create Sales PDFs, invoices, and sale packs.
    • Select lists for events and mail outs.
    • Organize client tickets for external events.
    • Ensure details and images of new works by all artists are shown to the Director when circulated.
    • Oversee, update, and check current Sales PDFs for accuracy, making amendments as necessary.
    • Manage the Director's digital sale folders, delete sold works, and keep data current and correct.
    • Assist the Director's Client Manager with client research.
  • General
    • Act as the point of contact for the Director's office in regard to client liaison when the Client Manager is not present.
    • Attend staff meetings and gallery events as required.
    • Maintain office filing, archiving, and electronic database as required.
    • Deal with other appropriate duties that may be allocated.

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