Marketing and Communications Assistant, gallery

An established commercial gallery in London is looking for a Marketing & Communications Assistant, who will play a key role in supporting the Marketing & Communications team. Under the guidance of the Director of Communications and working closely with the Communications & Content Associate, the candidate will assist in the day-to-day operations of the department across a range of areas including press support and media relations, publications management, digital asset coordination, and administrative support.

Primary responsibilities include:

Press & Communications

• Create and maintain Dropbox press folders, ensuring materials are well-organised and up to date
• Add installation images to press folders as they become available
• Compile and archive press cuttings with the Communications team, ensuring high-quality documentation and accurate server storage
• Assist with compiling and distributing external press kits for gallery artists’ activities and announcements
• Help share required materials with external PR consultants in a timely manner
• Respond to general media enquiries where appropriate, such as requests for press links
• Draft press releases for art fairs and, going forward, for exhibitions as required
• Support press events hosted by the gallery and provide additional supervision during filming where needed
• Help keep Salesforce records up to date, including adding new press contact emails and maintaining campaign lists
• Collaborate with the Communications team to collate materials for press links and media outreach
• Liaise with the Image Librarian to ensure new images and credit lines are properly archived in the image database
• Maintain and regularly update the gallery’s Dropbox with artwork and installation images
• Research support — for example, reviewing new publications, going through magazines and sharing names of critics and reviewers relevant to the gallery’s programme
• Support the media relations team in collating sales reports and documents for market reporting at art fairs

Digital Asset & Content Coordination

• Work with the Art Fairs team to prepare and organise digital assets for art fairs
• Collate and publish digital content supporting gallery announcements across the website and social media platforms
• Help ensure website assets are up to date, reflecting gallery key activities and liaising with Artist Managers to ensure the proper information is shared with the MarComms team
• Oversee the upload of content across third-party commerce platforms
• Coordinate and collaborate with external museums to share assets and align social media promotion around artist activity

Publications

• Assist in mailouts of publications
• Liaise with Front of House for accurate bookshop sales tracking and inventory updates to website
• Manage website listings and update new and existing publications
• Add new publications to Shopify and the Shop section of the website
• Develop and publish digital assets and social media content to support new publication launches
• Using Salesforce to generate photo cases for publication documentation

Administration & Finance

• Gather and upload department expenses and invoices to Concur accounting system
• Liaise between finance and external/internal vendors, ensuring timely communication around invoice submissions and payment deadlines

Requirements:

• Communications and/or marketing experience in the arts or a related creative industry
• Incredibly organised and hardworking, with a proactive and positive attitude
• Willing to work closely with the MarComms team globally
• Ability to work well with multiple teams, as well as independently
• Willing to work outside of regular office hours (e.g. for global meetings, events, and urgent enquiries)
• Ability to independently manage time, prioritise workflow, and meet deadlines
• Outstanding written and verbal communications skills
• Familiarity with Salesforce, Pardot, or other CRM tools
• Excellent digital capabilities (e.g., Photoshop, InDesign, social media)