Executive Assistant to a Leading Art Gallery Director

9 hours ago

London, Greater London, United Kingdom Rose Arts Ltd Full time
Job Title: Executive Assistant to a Leading Art Gallery Director

We are seeking a highly skilled and experienced Executive Assistant to support our Director in a business/gallery EA capacity. The ideal candidate will have a strong track record of providing exceptional administrative support, excellent industry knowledge, and outstanding presentation and communication skills.

Key Responsibilities:
  • Act as a gatekeeper, managing the Director's schedule and ensuring seamless communication with the team.
  • Maintain the immaculate presentation of the Director's office, viewing room, meeting room, and gallery spaces.
  • Oversee all gallery activity, internal and external, across all departments, ensuring seamless coordination and integration.
  • Coordinate and integrate the Director's work with the senior leadership team and the wider gallery, in tandem with the Gallery Manager.
  • Act on the Director's behalf for internal communications and projects, ensuring timely and effective execution.
  • Diary and itinerary management, including external and internal meetings, and scheduling of internal departmental meetings.
  • Prioritize, process, draft, and respond to incoming communications, ensuring prompt and professional responses.
  • Copy edit internal and external documents that require the Director's approval, including press releases, emails, sales preview emails, weekly newsletters, and online viewing rooms.
  • Support and manage the Director's sales and client outreach, including managing the sales pipeline and debtors list, Art Logic database, client contact lists, managing client outreach, initiating post-sales process, and liaising on AML.
  • Prepare artwork and furniture lists, private view links, PDFs, and presentations, ensuring accuracy and attention to detail.
  • Conduct research on auctions and potential purchases, set up bids on the Director's behalf as requested, oversee tickets and seat allocation, and ensure catalogues are efficiently and promptly delivered by the gallery intern.
  • Organize and coordinate travel and overseas events, ensuring seamless execution and logistics.
  • Make restaurant bookings, organize cars, and arrange client visits, ensuring exceptional customer service.
  • Prepare the Director's guest list for private views, artist and client dinners, and large gallery events, assisting in the organization of the event where appropriate.
  • Draft and organize the Director's bi-annual artist letters and one-on-one calls in conjunction with the artist department. Coordinate and support the Director's IT requirements and be proactive in seeking upgrades as appropriate, led by the Gallery Manager.
  • Organize artist studio visits, ensuring timely and effective execution.
  • Liaise with the Director's private PA, ensuring seamless communication and coordination.

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