The art of the perfect fit

Gallery Assistant / Junior PA, Art Gallery

Posted: 31.08.2022
Contract Type: Full-time
Job Type: Permanent
Pay: 25,000
Location: London, UK
Tenure: Permanent
Job description:

We are looking for a self motivated, proactive individual who is driven to work in a respected gallery as first port of call for visitors as a Gallery Assistant / Junior PA.

Key objectives are:

  • To ensure effective and efficient management of the gallery’s London’s reception
  • To assist Sales Director with sales related tasks

Responsibilities:

Front of House

  • First port of call for clients visiting the gallery
  • Greet and interact with all gallery visitors in a polite and enthusiastic manner
  • Answer, screen and direct phone calls in a friendly and professional manner
  • Take messages for the wider team and document all contact details
  • Offer refreshments to clients and guests
  • Reset the offices after meetings
  • Add business card details to client database
  • Liaise with gallery staff regarding sales enquiries
  • Ensure all auction catalogues are received and the relevant gallery staff are notified
  • Process catalogue sales, manage distribution and update stock levels
  • Manage incoming and outgoing post
  • Order office supplies and keep inventory of stationary
  • Make sure the weekly Ocado order is up to date (alongside intern)
  • Input dates into the shared calendar – art fairs/auctions
  • Collate information packs for exhibitions (itineraries/maps/contact details/local exhibitions list etc)
  • Exhibition mailouts including but not limited to hard-copy invitations and catalogues
  • Assist with the production of gallery sales material – dossiers & fact sheets
  • File gallery sales material into the server
  • Assist with events (guestlists & venue research)
  • Work with the intern to monitor and replenish press releases and checklists

Personal Assistant to Director

  • Manage Sales Directors diary and meeting schedule
  • Prepare a daily running list for Sales Director and ensure that critical tasks are completed each day
  • Organise internal and external meetings
  • Co-ordinate travel and related itineraries
  • Greet clients on behalf of gallery team
  • Manage the Sales Directors client database: add new clients, ensure existing client information is correct, maintain up to date interest lists, narratives etc.
  • Prepare for meetings
  • Send offer emails
  • Compile and record sales offers via Art Logic
  • Send out invoices to clients
  • Liaise directly with clients with regards to open sales
  • Collect KYC information from clients
  • Oversee sales follow up coordinating with Gallery Manager, Finance Manager and Shipping Manager
  • Complete monthly expense

Requirements:

  • Languages – Advantageous
  • Degree in art history or similar
  • Photoshop/Indesign – Advantageous