Gallery and Directors’ Assistant

The Modern Institute is one of the world’s leading International contemporary art galleries. Working with internationally established and emerging artists on both public and private shows, the gallery hosts a yearly programme across its two spaces in Glasgow, as well as participating in major art fairs.

**Hours**:5 days over Tuesday to Saturday

**Salary**:£27,000

**Principal Aim of the Post**:
**Principal Duties and Responsibilities**:
**1.Travel Coordinator**
- Liaising with directors, artists and staff regarding travel needs
- Checking personal points/companion voucher status, and personal director family travel
- Liaising with travel agent
- Putting together itineraries / maps
- Booking travel / accommodation for artists external projects
- Visiting curator/gallerist schedules

**2. Schedule Management**
- Prepare weekly diary
- Calendar updates
- Liaise with office re show dates and confirm Private View times
- Organise and schedule meetings for directors
- Support directors with personal diaries and bookings on a case by case basis

**3. Visiting Curator / Collector Liaison**
- Liaise with directors about visitors to Glasgow / the gallery
- Provide travel / accommodation recommendations to visitors to the city
- Prepare itineraries / schedules for visiting curators / collectors and liaise with appropriate staff member
- Organise studio visits with TMI artists
- When appropriate (in the absence of directors) meet visitors and show them around current gallery exhibitions
- Book entertainment e.g., dinners and after show parties

**4. Director Offer Coordination**
- Prepare and send PDF presentation packs on artists
- Work on interested lists and groups of works to be offered on behalf of the directors and sales department
- Liaise with office on database mailing lists

**5. Event Manager**
- Finding / booking venues
- Booking / liaising with caterers re menu / requirements
- Ordering drinks
- Booking entertainment
- Arranging decoration of venue
- Putting together guest lists and distributing invitations
- Managing RSVP lists
- Booking security
- Arranging after party / dinner

**6. Art Fairs / Sales**
- Support production/booth planning in discussion with the gallery directors, manage art fair budget, travel / accommodation, staffing, catalogue, shipment, VIP lists and entertainment.
- Support art fair related online presence (Fair website)
- Support - pre-fair administration with sales team where required
- Manage artist interested lists - review regularly to ensure formatting is correct and duplicates are removed. Liaise with office to make sure that everyone is aware of the system to avoid loss of information.

**7. Projects**
- Manage projects - as assigned by directors
- Provide updates on progress / liaise with directors’ regarding decisions that require their input

**8. Gallery Front of House**
- Greeting gallery visitors, talking about exhibitions, the gallery and artists as required; assisting with large group visits and talks alongside other gallery staff as needed.
- Opening and closing Aird’s Lane and Osborne Street, and invigilating during gallery hours
- Ensuring the gallery and office area remains presentable and all artist / exhibition documents are replenished as required
- Assisting during exhibition openings if available / required and events at Aird’s Lane and Osborne Street.
- Answering the telephone at Aird’s Lane and Osborne Street when present.
- Manage outgoing post and courier shipments as required.

**9.Database**
- Cataloguing of Artworks and Exhibition archive - Using the gallery database to keep full, accurate and current inventory records of each artists’ work.
- Working on database and archive project updates as required.

**10. Office**
- Ensuring the gallery and office area remains presentable and all artist / exhibition documents are replenished as required
- Office maintenance such as stationery and supply orders

Pay: £27,000.00 per year

Work Location: In person