The art of the perfect fit

Personal Assistant, Contemporary Gallery

Posted: 23.05.2022
Contract Type: Full-time
Job Type: Permanent
Pay: Dependent on experience
Location: New York, NY USA
Tenure: Permanent
Job description:

The New York arm of an international gallery is looking for a seasoned Personal Assistant to support two Principals. The role is best suited for someone who has attention to detail and can be proactive and thoughtful in designing processes and driving follow up. Moreover, this role is for an individual who thrives in ambiguity and is comfortable giving candid and considered input when asked. The position resides within a fast-paced environment where multi-tasking, juggling, and managing several extremely discrete tasks are critical to success. Judgement, effective communication, and empathy are critical to reinforcing trust amongst leadership, clients, and gallery staff alike.

Main Tasks Include (but are not limited to):

  • Provide an effective interface between the Principals and all internal and external parties
  • Provide a full range of high-level administrative support including forward-thinking strategic calendar management, household management, management of all personal and business travel arrangements and provide briefings, agendas, and all documentation in advance as necessary

Other Responsibilities Include:

  • Proactively manage the presentation of the executive area coordinating with operational staff, including delegating responsibility to other staff members and ensuring actions are completed in a satisfactory way and on time
  • Perform all meet and greet duties for visitors to the executive area of any gallery where the Principals are present and liaise with members of the household staff and the gallery
  • Arrange hospitality events as required with responsibility for invitations, RSVPs and guest list management
  • Process, circulate and respond to incoming mail, phone calls and inquiries and as far as possible process to resolution
  • Coordinate all activities and schedules ensuring efficient and smooth home and office operations
  • Develop and recommend home and office procedures and systems
  • Maintain filing systems
  • Attend meetings, and where required take records or minutes and process these accordingly and monitor actions taken on decisions made
  • Show discretion to handle confidential and sensitive matters
  • Accounting of credit card charges and expense accounts

Essential Qualifications:

  • You are precise and consistently one step ahead with creative problem solving
  • You are familiar with the art industry and are passionate about contemporary art
  • You speak Spanish fluently
  • You have demonstrated the ability to build and provide reliance and trust
  • Accuracy brings you joy
  • 3-5 years of experience as a Personal Assistant or in an administrative function
  • Excellent time management and organizational skills
  • Ability to thrive in a fast-paced environment, while multitasking and maintaining a strong eye for details
  • Positive and proactive attitude
  • Strong written and verbal communication skills
  • Demonstrated problem-solving ability
  • Solid interpersonal skills and a collaborative work style
  • High level of professional maturity, integrity, and a solid work ethic
  • Ability to maintain company confidentiality in all aspects of the position
  • Experience with Microsoft Office Suite strongly preferred
  • BA / BS or equivalent in Business, Communications, Hospitality or another related degree a plus but not required