Experienced Executive Assistant (NY)




Contract type:

Application Deadline: 

A New York based contemporary art gallery is looking for an experienced Executive Assistant to support our Director of Sales in all administrative tasks relating to sales, correspondence, schedule, travel, and office maintenance. The ideal candidate should be highly personable, and highly effective in a similar role supporting senior executives.
Responsibilities include, but are not limited to:
Manage incoming calls, maintain accurate call list and efficiently communicate messages to Director
Manage all correspondence, prepare and proof, outgoing emails, letters and sale offers
Schedule all professional and personal appointments, meetings, rsvp to events, and manage reservations for lunches, dinners, etc.
Coordinate and manage extensive travel arrangements and accommodations, and prepare necessary documents
Serve as liaison between internal staff, artists, clients, and vendors
Oversee paperwork relating to all sales, consignment agreements and loan documents
Manage artist inventory and coordinate viewings, prepare offer letters and assist in arranging artwork transportation
Manage Dealers expenses, accounting and monthly artists statements
Manage and organize Dealers files and ensure all office needs are met
Be available to assist with gallery openings, dinners and events
Key Skills & Experience:
A Bachelors, or Masters, degree in a related field required
Minimum of 2 years experience working in a similar role as a PA in a gallery or finance setting
Must be able to efficiently prioritize, multi-task and thrive in a fast-paced work environment
Possess professional demeanor and remain calm and focused under pressure
Exceptional communication and interpersonal skills are essential
Must be highly discreet at all times and maintain utmost confidentiality
Thorough knowledge of art market and contemporary art history is preferred
Excellent computer proficiency

How to apply: 

This is a full-time permanent position and includes some weekend work. Interested candidates may apply by emailing a cover letter and a resume to ContemporaryNYGallery@gmail.com. Submissions will be kept confidential and only qualified applicants will be contacted.

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