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Fabulous role for an EA with experience in the Art World

3 months ago

London, UK, United Kingdom Lavender Jones Recruitment Full time

We are looking for a fabulous EA who has a good understanding and knowledge of the Art World, whether that has been achieved by working in galleries or supporting an artist or collector. Our client is a top global gallery and their wonderful and successful Global Sales Director is looking for a fast paced, super proactive, and skilled 1:1 EA. This role will be working very closely with her and as well as managing a busy inbox, diary, and organising her detailed travel itineraries around the art calendar each year, you will be helping to support across the sales, liaising with artists and clients and getting wonderful exposure to the heart of the business. As a result, excellent communication skills are required as well as a very high EQ. It can be very fast paced and pressurised at times so someone who enjoys being in the thick of it and has a calm and confident manner and who is unflappable is important. You will be working as part of a really nice, small and passionate sales team and supporting a really established character the art space. Duties will include but not be limited too:

PA Responsibilities

  • Manage appointments for the Director’s professional diary ensuring the diary is synced and up to date on an hourly basis.
  • Communicate schedule changes promptly and reorganise timely ensuring all parties are notified .
  • Book restaurants, venues etc. as required.
  • Manage personal diary: events, holidays, reminders of birthdays and special events.
  • Manage all aspects of travel coordination: travel research, visa applications, passport renewals; flight, car and taxi bookings, liaise with travel agents or book direct with transport companies as required.
  • Prepare travel itineraries and travel information packs, collate and provide any required paperwork for meetings along with research on full directions/ maps etc.
  • Reconcile Director’s credit card and cash expenses and collect receipts and provide promptly to Finance, process invoices, create and pass purchase orders.
  • Ensure that company budgets are adhered to where applicable.
  • Liaise with clients on arrangements for gallery tours, tickets etc.
  • 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 ensure the smooth running of computer systems, iPhone and iPad for the Director’s office.
  • Assist with ad hoc gift purchasing.


Management Support Responsibilities

  • Assist in obtaining management information on a regular basis to provide to the Director, to include reports on debtors, pro-formas, sales data, budgets, sales team info, artist statement etc.
  • Prepare documentation on behalf of the Director for weekly Board meetings.
  • 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.
  • Print and collate relevant press for the Director.
  • Prepare the creation of information packs and presentation material for relevant artists forthcoming shows.
  • Working alongside the secondary market team oversee correct management of the gallery’s internal artists’ stock e.g. sales and acquisitions .
  • Working with the secondary market team ensure internal artists coming up at auction are discussed and a strategy on acquisition is confirmed ahead of the sale.

Sales Admin Support Responsibilities (when required)

  • Provide administrative support to the Global Sales Director’s Client Manager as required, prioritising duties as necessary (e.g. log and refuse offers on the sales database, create Sales PDFs, invoice and sale packs, select lists for events and mail outs, organise client tickets for external events etc.


General

  • Act as the point of contact for the Directors’ 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.

This is a really exciting role for someone who is passionate about the art world. It will be 5 days in the office initially with some flex for 4:1 hybrid working once someone is up and running. It requires someone with a calm head and confidence who can juggle workloads and work at pace. Hours are 10am -6pm and some flexibility is required out of hours if there are travel issues but this isn’t a norm.