Assistant to Chief Marketing Officer

Pace Gallery is seeking a highly organized and motivated Assistant to our Chief Marketing Officer. In this role you will be responsible for ensuring that the CMO’s office runs smoothly in the most efficient manner, you will provide consistent and reliable administrative support to the CMO relating to correspondence, incoming/outgoing calls, calendar management and travel coordination. You will also liaise closely with the members of our Marketing team as well as our Executive staff.   

Marketing Responsibilities:

• Keep a detailed gallery calendar noting important dates relating to openings, special events, key deadlines and meetings.
• Assist in scheduling of global gallery exhibition calendar, be proactive in checking dates for accuracy, noting any changes.
• Work on special Marketing projects and collaborate with key Marketing team members to accomplish projects in a timely manner.
• Assist with special events hosted and organized by the gallery and/or Marketing team.

Administrative Responsibilities:

• Maintain calendars in a timely and logical manner and proactively manage coordination of work to avoid conflicts; calendar maintenance includes conference room reservations and meeting updates.
• Plan and coordinate Executive meetings and set and keep track of meeting agenda
• Handle last-minute scheduling changes based on priority and CMO’s needs using sound judgment.
• Advise CMO of last-minute scheduling changes and communicate via e-mail, telephone and/or text message when appropriate.  
• Field and keep track of all incoming calls for CMO; ensure proper follow-up.
• Develop and track a list of ongoing projects and tasks, updating CMO accordingly.

• Utilizing travel agency, book and organize travel itineraries and reservations to include review of travel options with CMO in advance of booking.
• Accurately and timely submit CMO’s expense reports using Certify; carefully review expense reports for accuracy and policy adherence; review and process CMO related invoices.
• Help draft correspondence and track that important emails and projects are finalized.
• Secures IT support as needed to trouble shoot/resolve computer/phone/printer issues. 
• Develop and maintain strong relationships with fellow staff members and department heads.
• Proactively anticipates needs of CMO and team – always thinking ahead.
• Additional responsibilities as assigned.