The art of the perfect fit

Assistant, International Gallery

Posted: 21.07.2022
Contract Type: Part-time
Job Type: Permanent
Pay: Dependent on experience
Location: New York USA
Job description:

Our client, an international contemporary gallery, is seeking an enthusiastic, capable and experienced Assistant with a ‘can-do’ attitude to join their growing team in New York, on a part-time basis. You would be expected to work either a half day across 5 days or for 3 full days.

The successful candidate will assist with and gain exposure to all aspects of the business including but not limited to freight and logistics, stock control, exhibition logistics, artist management and support, production of sales material, aftersales and general admin. The successful candidate will not only work closely with the US team but also with the gallery’s other locations internationally.


Logistics, Freight & Client Deliveries

  • Assistance with US shipments (in collaboration with SA freight manager)
  • Liaising with shippers regarding US client deliveries / artist collections
  • Sourcing suppliers, quotes & management of order for installation items such as plinths

 Stock / Inventory control

  • Oversight of stock located in the US
  • Management of US stock takes & related stock queries
  • Assistance with WHT (updating locations for US WHTs & managing delivery notes for local deliveries)
  • Responsibility for condition reporting. Assistance with repairs & management of damaged works (in collaboration with Registrar)
  • Book stock management 

Exhibition Logistics

  • Assistance with logistics for US Pop Ups and other spaces & US based fairs (Miami Basel, Frieze New York, Frieze LA), including;
    • Pop Up set up (Wifi Set Up, Vinyl / Label ordering & Printing / Lighting Orders & Set Up / Sourcing suppliers to build dry walling if required, supplier management, etc)
    • Assisting SA Exhibition Manager with any on the ground logistics & exhibition implementation at fairs, as required
    • Booking of dinners & events
    • Booking technicians
    • Booking photographers – installation / artworks / events
    • Assistance with day-to-day pop-up operations & Front of House responsibilities

Artist Management Support / Admin

  • Booking photographers
  • Artwork Production support
  • Travel booking & arrangements

After Sales Support

  • Support UK after sales with After Sales Logistics
    • Arranging artwork framing
    • Arranging deliveries to clients

 General Admin

  • Assistance with producing sales documentss
  • Maintain US mailing list
  • Support communications team with press archive


  • Qualification in Arts
  • Experience working in a gallery or artist studio assistant preferable
  • Knowledge of contemporary art, specifically African contemporary art preferred
  • Exceptional attention to detail
  • Take initiative, ‘can-do’ attitude, problem solver
  • Ability to multi-task and prioritise
  • Understand the importance of deadlines and consistently meet them
  • Ability to remain calm under pressure
  • Very strong organisational, project management and administrative skills
  • Proficient in In Design and SketchUp, knowledge of Exhibit E a plus
  • Comfortable around and familiar with technology, ability to learn computer programs quickly as required
  • Presentable, ability to get along with people
  • Ability to liaise confidently with line-managers, colleagues, clients, external suppliers, artists
  • Strong written, verbal and communication skills (English)
  • Ability to work independently and as part of a team
  • Willing and flexible in terms of travel