The art of the perfect fit

Gallery Administrator, Fine Art Dealer

Posted: 07.06.2021
Contract Type: Full-time
Job Type: Permanent
Pay: Dependent on experience
Location: London, UK
Job description:

Our client, dealing in fine art from the 15th to 20th century, is seeking a Gallery Administrator to oversee the smooth running of the gallery in Mayfair, London.



  • liaise with clients and colleagues
  • manage the gallery diary
  • manage all telephone correspondence and initiate calls throughout the day
  • keep To Do and Paintings lists up to date weekly and run through it with other staff once a week
  • arrange and prepare necessary material for meetings
  • prepare emails/ letters of offers to private clients and museum curators
  • manage all computer files including correspondence and catalogue notes
  • manage all hardcopy files including object photography
  • manage the database of clients with regular updates
  • keep client/ gallery database updated (ArtScene)
  • receive visitors to the gallery
  • keep main desk area organised and maintain the gallery tidied
  • act as office manager, taking responsibility for all supplies, equipment and smooth running of facility
  • book couriers and go to post office when necessary
  • communicate and update each other daily
  • pro-actively manage and initiate the development of new systems to make the running of the gallery more smooth, i.e. take the initiative and input ideas into the systems that we currently use


  • update gallery database – stock book (ArtScene)
  • make sure we have the correct catalogue note and photography for each object
  • manage and coordinate insurance, shipping, storage, photography, conservation and framing
  • research (Artnet basic search as well as thorough research in library) and writing of catalogue notes when necessary
  • keep a detailed record of all costs of sales relating to each specific object in the object file
  • study/familiarise yourself with newly stocked objects
  • produce monthly stock list for insurance company
  • Carry out bi-annual internal audit of TA account, paintings list and insurance
  • apply for export licences when needed
  • manage our Temporary Admission account and ensure each object file is kept updated
  • manage the US collection of one of our private clients – maintain the database of objects, coordinate shipping, insurance, storage and conservation
  • manage the UK collection of one of our private trust clients – maintain the database of objects, coordinate shipping, insurance, market values, storage, conservation, sale or loan
  • manage Anti Money Laundering rules and regulations for the gallery

Business getting:

  • brainstorm with staff and share ideas/contacts
  • when possible, make any travels a potential source of business (by scheduling meeting with relevant persons, visiting galleries )
  • attend fairs, openings and exhibitions as much as possible


  • coordinate and oversee all gallery events – dinner/drinks party invitations and mailing

Fair and exhibition- London Art Week (first week of July and December):

  • manage deadlines
  • manage all logistics for and during the fair (shipping, insurance, hanging etc…)/exhibition
  • manage any additional help during the fair/exhibition
  • manage all the necessary files including complete objects files for the fair/exhibition
  • be present on the stand
  • familiarise yourself with the works on display and be able to help people coming to the stand

Advertising, website, catalogue:

  • coordinate advertising with art newspapers and magazines
  • create e-announcement for important sale or save the date for fair and exhibition
  • review the website and update as necessary (also in line w/ advertising)
  • in the event the gallery produces an exhibition catalogue, coordinate the making of the catalogue with the different actors: photographer, designer, printer, mailing company

PA duties:

  • organise travel arrangements and produce itineraries
  • diary management
  • keep some of the co-Directors personal files and documents in order and execute other personal tasks for Directors as necessary
  • oversee external expenses: car, diary, home office use and equipment

Bookkeeping and Accounting:

  • raise invoices and settlement statements
  • manage shipping and proof of export documents
  • update stock book with each sale and/or purchase
  • organise financial information for bookkeeper: file and code invoices, statements (referencing them), update petty cash
  • liaise with bookkeeper to assist them to complete the End of Year accounts and quarterly VAT return
  • monitor the cost of supplies and services (for eg. insurance) and try to keep these down


  • Oversee other assistant as necessary, when extra part-time help is required, free-lance researcher and housekeeper
  • Maintain the gallery library catalogues

Working hours: 9.30am – 5.30pm