D.R.A.W. Recruitment

Executive Assistant to Chair, Contemporary Gallery


Contract Type: Full-time
Job Type: Permanent
Pay: Dependent on experience
Location: London, UK
Tenure: Permanent
Job description:

A highly respected international gallery in London is looking for an experienced EA to their Chair.

Main responsibilities include, but are not limited to:

  • Assisting the Chair with daily administrative duties and completing a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; and compiling documents for meetings.
  • Act as the point of contact among executives, gallery and private employees, artists, clients and other external partners
  • Provide a full range of high level administrative and secretarial support
  • Arranging complex and detailed private and business travel plans, itineraries and agendas for the Chair including family members.
  • Assist with organising visitor agendas where required and arranging hospitality
  • Ensure that the Chair is properly briefed and familiar with the agenda in advance of all meetings and ensure appropriate documents are ready in collaboration with the Chief of Staff
  • In collaboration with the Chief of Staff coordinate business and private activities and schedules; develop and recommend office procedures and systems; ensuring efficient and smooth operations
  • Process, circulate and respond to incoming mail, phone calls and inquiries and as far as possible process to resolution
  • Assist with the coordination and running of major gallery events; including but not limited to invitations, RSVPs and guest list management
  • Assume primary responsibility for the client lounge and hospitality spaces, liaising with front desk staff and technicians as necessary to ensure the Chair’s requirements are met
  • Maintain the filing systems of the Executive Assistants office
  • Able to handle confidential and sensitive matters

Candidate Profile:

  • German language to be mother tongue and fluent in English
  • Knowledge of Spanish, Italian and French desirable but not essential
  • Considerable experience as an EA with some professional development/qualifications relating to the role ideally
  • Strong sense of business acumen, helpful if has worked in the cultural, luxury goods, creative or hospitality industries with extensive international operations
  • Confident, flexible and adaptable and can work alone or as part of a team
  • Excellent communication and IT skills
  • Proven high standards of accuracy, integrity and discretion and works well under pressure
  • Planning and priority setting skills
  • Ability to establish effective working relationships both internally and externally
  • University degree at the highest level