The art of the perfect fit

Project Assistant, Exhibitions Department

Posted: 24.05.2022
Contract Type: Full-time
Job Type: Permanent
Location: London
Job description:

We are looking for someone with strong administrative skills to join the team at a Fine Art Shipping Company based in London as a Project Assistant. This is great opportunity for someone to start a career in fine art logistics and project management.

Project Assistants are required to work on a number of tasks simultaneously.  You will be allocated tasks on specific projects or an ad hoc basis, and will need to manage your own workload effectively to meet required deadlines.  You will gain awareness and understanding of relevant industry legislation, such as Customs Procedures, Export Licencing and Aviation Security, and be expected to apply this to your day to day work.

 Main Responsibilities:

  • Set up and maintain estimate and project files
  • Liaison with clients, lenders, internal departments and third party suppliers
  • Data entry and data management
  • Book/arrange courier and staff travel, producing trip itineraries when required
  • Use of the art management system to book all internal operational services
  • Engagement with finance and storage teams to open sales and/or storage accounts for new clients
  • Preparation of documentation related to projects
  • Attend department meetings and relevant training sessions
  • Collate Proof of Import or Certificate of Shipment documentation for clients
  • Maintain records of temporary export licences and liaise with Arts Council England
  • Workload planning alongside other members of the assistant team and reporting back to Coordinators / Managers
  • Support Forward Planning and Estimating team with production of estimates and related administrative tasks

Desirable Skills:

  • Highly collaborative, with a flexible and cooperative approach
  • Outstanding client-facing and internal communication skills
  • Administrative excellence with outstanding attention to detail and demonstrable ability to maintain clear and concise records and filing systems
  • Excellent computer literacy; experience working with Microsoft, bespoke systems and other platforms
  • Well-developed numerical and analytical skills
  • Organisation and time management skills, with the ability to multi-task and prioritise workload
  • Ability to maintain consistent high quality whilst working to tight deadlines