We are seeking a highly organised, discreet, and proactive Gallery Administrative Assistant to provide comprehensive administrative and executive support to the Gallery Director while assisting with the smooth day-to-day operation of the gallery.
This is a trusted and multifaceted position suited to someone who is detail-oriented, professional, resourceful, and comfortable working in a fast-paced art and cultural environment. The role will involve managing the Director's schedule and communications, coordinating meetings and travel, preparing documents, supporting exhibitions and events, and liaising with artists, collectors, clients, institutions, suppliers, and other stakeholders.
The successful candidate will act as an important link between the Gallery Director, gallery team, artists, clients, and external partners.
Key Responsibilities
Personal Assistant to the Gallery Director
- Manage the Gallery Director's daily calendar, appointments, meetings, calls, and commitments.
- Coordinate internal and external meetings, including preparation of agendas, materials, and follow-up actions.
- Manage correspondence, emails, invitations, and communications on behalf of the Director as required.
- Prepare briefing notes, presentations, reports, documents, and meeting materials.
- Maintain an organised system for the Director's contacts, files, schedules, and important information.
- Coordinate domestic and international travel arrangements, including flights, hotels, transportation, itineraries, and visas where required.
- Organise business meetings, dinners, private viewings, cultural events, and other engagements.
- Follow up on action items and ensure important deadlines and commitments are met.
- Handle confidential and sensitive information with the highest level of discretion.
- Anticipate the Director's needs and proactively resolve administrative matters before they become issues.
Gallery Administration
- Provide general administrative support to the gallery team.
- Maintain accurate digital and physical filing systems.
- Assist with preparing invoices, purchase orders, expense claims, contracts, and other administrative documentation.
- Coordinate office supplies, equipment, deliveries, couriers, and general office requirements.
- Assist with maintaining databases, contact lists, client records, and gallery documentation.
- Coordinate communications between the gallery and artists, collectors, art advisors, museums, institutions, suppliers, and other partners.
- Assist with scheduling and coordinating gallery appointments and private viewings.
- Support the Director and gallery team with research and information gathering.
Exhibition & Event Support
- Assist with the planning and execution of exhibitions, openings, VIP events, artist talks, dinners, and private viewings.
- Coordinate event invitations, guest lists, RSVPs, schedules, catering, transportation, and logistics.
- Assist with installation and de-installation coordination when required.
- Liaise with artists, curators, designers, contractors, suppliers, and event partners.
- Prepare materials and documentation for exhibitions and events.
- Provide on-site administrative and logistical support during important gallery events.
Client & Stakeholder Relations
- Welcome collectors, VIP guests, artists, and institutional visitors in a professional manner.
- Assist in maintaining strong relationships with the gallery's clients and professional network.
- Coordinate appointments and communications with collectors, art advisors, museums, foundations, and corporate partners.
- Maintain a high level of professionalism and confidentiality when dealing with high-profile clients and contacts.
Requirements
- 3-5+ years of experience in personal assistance, executive assistance, gallery administration, luxury, hospitality, cultural institutions, or a similar high-level service environment.
- Previous experience supporting a senior executive, director, principal, gallery owner, or high-profile individual is highly desirable.
- Experience in an art gallery, museum, auction house, art fair, luxury brand, or creative organisation is an advantage.
- Excellent organisational and time-management skills.
- Exceptional attention to detail and ability to manage multiple priorities simultaneously.
- Strong written and verbal communication skills.
- Excellent command of English.
- Proficiency in Microsoft Office / Google Workspace and common administrative tools.
- Comfortable managing calendars, travel arrangements, correspondence, databases, and confidential documents.
- Professional, polished, and personable manner.
- Strong problem-solving skills and ability to work independently.
- High level of discretion, integrity, and confidentiality.
- Flexible attitude and willingness to work outside standard office hours when required for exhibitions, events, dinners, art fairs, or international travel.
Personal Attributes
The ideal candidate will be:
- Highly organised - able to manage complex schedules and multiple priorities.
- Proactive - anticipates needs rather than waiting for instructions.
- Discreet and trustworthy - comfortable handling confidential personal and business information.
- Detail-oriented - ensures that documents, schedules, communications, and logistics are accurate.
- Diplomatic - able to communicate effectively with senior executives, collectors, artists, institutions, and VIP clients.
- Resourceful - capable of finding solutions quickly in a dynamic environment.
- Well-presented and professional - represents the gallery appropriately at all times.
- Adaptable - comfortable switching between executive support, administration, events, and gallery operations.
Working Environment
This position requires a high degree of flexibility. The successful candidate may occasionally be required to work evenings, weekends, or travel in connection with exhibitions, art fairs, international business trips, VIP events, and the Gallery Director's schedule.
The role offers an opportunity to work closely with the Gallery Director and senior management and gain broad exposure to the international art world, including artists, collectors, museums, institutions, exhibitions, and major cultural events.
What We Offer
- A key support role within an international gallery environment.
- Direct exposure to the Gallery Director and senior management.
- Opportunities to develop extensive knowledge of the international art market.
- Exposure to artists, collectors, institutions, art fairs, exhibitions, and cultural events.
- Opportunities for professional development and career progression within the gallery.
- Competitive salary and benefits package based on experience.
To apply: Please submit your CV and a brief cover letter outlining your relevant experience, particularly any experience supporting senior executives or working within the art, luxury, cultural, or creative industries.
