The art of the perfect fit

Executive Assistant, International Gallery

Posted: 23.11.2022
Contract Type: Full-time
Job Type: Permanent
Pay: $80k
Location: New York, NY, USA
Tenure: Permanent
Job description:

Our client, an established gallery for Contemporary Art, is looking for an Executive Assistant. The right candidate will assist the Owner in all matters, including the coordination of appointments, travel and other day to day business as well as overseeing correspondence.

Working hours are Tuesday to Saturday and additional hours may occur during auction weeks, private viewings, busy season and travel.


  • Manage owner’s calendar, organise internal and external meetings, restaurant reservations, coordinate travel and related itineraries with hotels and car service
  • Screen all telephone calls to the owner’s office, manage all post and email communication, and greet clients on behalf of the owner
  • Prepare a daily running list for the owner and ensure critical tasks are completed each day
  • Event planning as needed for owner, including top client dinners, artist dinners,
  • Manage the owner’s client database: add new clients, ensure existing client information is correct, maintain up to date interest, offers and mailing lists, etc.
  • Assist the owner in preparing for meetings and viewings
  • Assist the owner with sales related activities including creating sales packs, sending sales offers to clients, corresponding with clients on the owner’s behalf and relaying all communication, and ensuring efficient post sale service for clients
  • Complete owner’s monthly expense reports and other administrative duties
  • Assist with personal administrative duties as required
  • Possible travel with owner to art fairs as support on site


  • Excellent communication and client service skills
  • Ability to multi-task and prioritise in a fast-paced environment
  • Proactive approach and ability to use initiative
  • High level of attention to detail and excellent organisational skills
  • Ability to handle confidential information with discretion
  • Good working knowledge of Art Logic and/or ArtBase, Artnet, Microsoft Office particularly Word, Excel, and Outlook
  • Proficiency on Mac operating systems including iMac, iPhone and iPad
  • Familiarity with an interest in the gallery’s program
  • Previous experience with an art gallery, auction house or museum
  • Ideal candidate will have experience in an assistant role
  • Foreign languages are an advantage, although not required