The art of the perfect fit

Gallery Assistant, Contemporary Gallery

Posted: 16.06.2022
Contract Type: Full-time
Job Type: Permanent
Pay: Dependent on experience
Location: London, UK
Tenure: Permanent
Job description:

Our client is seeking a Gallery Assistant for their busy contemporary space in London.

The role will include, amongst others, the following responsibilities:


  • Answering the phone and directing calls to the correct member of the Gallery team, taking detailed messages
  • Checking the info inbox and directing the emails to the relevant staff member(s); organising and archiving emails accurately
  • Opening and distributing the post
  • Managing contacts on Inputting, updating and monitoring to ensure all contacts are up to date and accurate. Researching additional information when required, and merging where necessary
  • Checking kitchen supplies and kitchen cleanliness
  • Oversee recycling procedure and ordering of the rubbish sacks
  • Book all local and international courier shipments
  • Book car transfers / taxis for clients or team members and assist with travel arrangements when necessary
  • Assisting with the Volunteer programme: training new starters/new starter protocol
  • Responsible for stocking exhibition material for the front desk
  • Responsible for keeping the front desk tidy

Weekly or bi-weekly:

  • Maintaining Gallery stationary; checking and ordering on a weekly basis and ensuring there are always enough This includes business cards, letterhead paper, compliments slips, envelopes, artwork labels and printer cartridges. You will be the main point of call for Aldgate Press
  • Collating a bi-weekly list of internal IT troubleshooting issues and relaying to external IT supplier, being main point of contact for Inhouse IT
  • Get gallery Ipads sync’d and assist with trouble shooting of Ipads and other mobile devices
  • Coordinating the events calendar, make sure invites are sent every week
  • Managing + updating the Saturday rota
  • Taking minutes in the Catch-Up Meeting
  • Responsible for communicating Sarita’s weekly schedule to London Employees


  • Keeping gallery manuals up to date
  • Update the email signatures
  • Order supplies for exhibition openings (e.g. wine and wine glasses), book Sarita, waiters; and book couriers for supplies, ensuring everything is delivered, set up and returned on time and on budget

Library / Books for Sale:

  • Managing the library; ordering and logging publications, maintaining a record of each book borrowed, sold or gifted
  • Create and maintain a list of ALL books we own
  • Carrying out audits on artists’ books for sale
  • Report the sales regularly and hand cash to Silvia bi-weekly / monthly
  • Carrying out the mail outs of artists’ publications to our clients
  • Being main contact person for Hedley’s

Upon request:

  • Preparing press and museum packs as directed by Sales Team and Artist Liaisons
  • Scanning, editing and resizing images from books, magazines, transparencies and other documents
  • Using Photoshop to edit and re-touch images as necessary
  • Archiving correspondence, documents, send press/auction catalogues to storage (Hedley’s)
  • Making tea and coffee for clients when necessary
  • General filing and Gallery administration
  • Entering Saturday rota into the Exhibition Calendar

Assist Logistic Team with:

  • Art fair shipping preparations, including printing artwork labels/ prepare stationary etc
  • Printing labels for every artwork that arrives and labelling in a timely manner
  • Catalogue management and assist with Art Fair library and catalogue stock (running list)

Desirable Skills and Experience:

Previous experience of working in the commercial art market. Problem solving mind set and forward looking attitude. Maintaining a positive, ‘can do’ attitude under stress.