The art of the perfect fit

Executive Assistant, Contemporary Arts Foundation

Posted: 22.05.2023
Contract Type: Full-time
Job Type: Permanent
Pay: Dependent on experience
Location: Berlin, Germany
Tenure: Permanent
Job description:

Our client, a young, growing and fast-paced contemporary art organisation is looking for an experienced Executive Assistant to provide administrative and organisational support to our leadership facilitating communication and processes to ensure smooth and efficient day-to-day business. The role requires initiative, creativity and emotional intelligence to interact with care with artists, colleagues and collaborators. Experience in the art world is desired.

Responsibilities & Qualities

Key responsibilities include, but are not limited to:

  • Managing an extremely active calendar of appointments
  • Planning, scheduling, meetings & bookings
  • Arranging complex and detailed travel plans, itineraries, and agendas
  • Coordinating & organising artist studio visits (internationally)
  • Research tasks
  • composing and preparing correspondence – Inter-departmental & external communication
  • Provides a bridge for smooth communication between the Director and internal departments
  • Attends and documents meetings on behalf of the Directors
  • Putting together presentations, organising excel sheets
  • Personal expenses and travel arrangements
  • Prioritises conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures


  • Exceptional written and interpersonal skills
  • Has an interest in arts & culture. Broad knowledge of art history
  • A strong professional track record in art administration and planning, very organized
  • Close familiarity with museum and contemporary art venue practices
  • Ability to thrive in a fast-paced environment
  • Ability to work a flexible schedule, including weekends, as is common in the industry
  • Has an appreciation for emerging technologies and trends


  • Berlin based (or willing to relocate)
  • Bachelor’s degree (Master’s degree desirable)
  • Previous experience as an Executive Assistant
  • Excellent written and verbal communication skills in German and English
  • Experience in working with arts organisations
  • Flexible
  • Researches, prioritises, and follows up on incoming issues and concerns addressed to the Directors
  • Discrete and can manage confidential information
  • Excellent organisational skills
  • Proficient in Microsoft Office / Google applications (excel, numbers, powerpoint)