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Executive assistant to global sales director

2 months ago

London, UK, United Kingdom White Cube Full time

Salary: Up to £70k per annum, depending on experience

Want to be at the heart of the international art scene?

White Cube is one of the world’s leading contemporary art galleries, representing over 60 international artists and artist estates. Built on the belief that art has the power to enrich people’s lives, White Cube presents exhibitions in galleries located across three continents - in New York, London, Paris, Hong Kong and Seoul.

The Executive Assistant will manage the Director's schedules, travel, and communications while supporting management tasks and sales administration. The role involves client liaison, office organisation, and assisting with the Director's public profile.

Responsibilities

Personal assistant

  • 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

  • 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 or when new works are brought into the gallery for artists that the Director is not directly responsible for (i.e. artists that GSD is not Sales Liaison for)
  • Print and collate relevant press for the Director
  • Prepare the creation of information packs and presentation material for relevant artists forthcoming shows (that the Director is not SL for)
  • 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 (when required)

Provide administrative support to the Global Sales Director’s Client Manager as required, prioritising duties as necessary on:

  • 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
  • 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 alongside/with the relevant AA and Client Manager
  • Manage the Directors digital sale folders, delete sold works and keep data current and correct alongside/with the relevant AA and Client Manager
  • Assist the Director’s Client Manager with client research

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
  • Deal with other appropriate duties that may be allocated

The employer reserves the right to close the listing and stop accepting applications sooner than the original deadline. Therefore we strongly recommend applying at the earliest opportunity.

We welcome and encourage applications from candidates who are under-represented in the creative industries.

Please state in your application that you found this role through Creative Access.