The art of the perfect fit

PA to Founder, International Art Gallery

Posted: 21.07.2022
Contract Type: Full-time
Job Type: Permanent
Location: London, UK
Tenure: Permanent
Job description:

Seeking a PA for the founder of an international art gallery in London. The overall objective of the role is to support the founder in all of their tasks and responsibilities within the gallery and in certain personal matters. The founder’s assistant acts as a point of contact for the founder both within the gallery and externally.

Below is a list with examples of tasks which the founder’s assistant needs to undertake (not limited to this):

Sales

  • Drafting and sending offers on behalf of the founder
    • Sending art fairs and exhibitions mail outs: preparing lists of clients, drafting offers and doing mail outs
    • Sending targeted offers for both primary and secondary works: drafting and sending offers on behalf of the founder
    • Drafting responses and offers to respond to the founder’s clients emails
    • Managing online enquiries assigned to the founder
  • Assist the founder in developing and maintaining relationships with new and existing clients
  • Managing the founder’s client database
  • Assisting the founder with sales meeting preparation, attending sales meeting to take notes and follow up
  • Helping the founder drafting documents for the sale of secondary market works (LOI, NDA…)
  • Requesting information of works from clients (images, videos, details, condition reports)
  • Liaising internally and externally and/or assisting in the organisation on viewings
  • Preparing insurance valuations
  • Researching artworks and creating fact sheets alongside head of research and assist in the drafting of texts
  • Taking care of administrative aspects of the post-sale process: requesting invoicing details and liaising with accounts department, sending materials to clients (images, certificates, catalogues) and helping with shipping when required
  • Assisting in the founder’s meetings (meeting preparation, assisting during meetings)
  • Doing viewings on the founder’s behalf when required in his absence

Artists

  • Supporting the founder in their relationships with the artists that they manage: communication and organization
  • Liaising with artists managers and liaisons of artists represented by the gallery for anything that requires the founder’s action or attention

General administration

  • Managing the founder’s email inbox: helping the founder in responding emails and replying to invitations
  • Manage the founder’s calendar: arrange appointments, book restaurants, add meetings in calendar
  • Assisting with personal matters: doctor’s appointments and insurance claims, car administrations (parking permits, congestion charge, MOT…)
  • Organising the founder’s travels: making hotel, flights and restaurant reservations and organising travel itineraries.
  • Coordinate with the founder’s wife for general life administration and travel
  • The founder’s expenses (intern support)
  • General maintenance and organisation of office/gallery space (private views, offices, kitchen)
  • Support in organisation of events: private views, dinners, cocktails, etc…