The Registrar Administration Assistant will provide essential administrative support to the Head Registrar and Registrar department, across a diverse range of operational activities. In this role, the successful candidate will gain valuable exposure to the complexities of fine arts operations, assisting with key projects such as exhibitions, insurance, loans, consignments, and database management while collaborating with both the registrar and operational teams.
Key Responsibilities
- Assisting the Head Registrar, registrar department and operational departments in all aspects of day to day activity, including record keeping, scheduling meetings, coordinating travel arrangements, reporting, and expense management.
- Creating and updating accurate artwork records and managing the database. Registering sales and holds.
- Maintain and update invoice logs, and review statements in close collaboration with the Registrar team and Accounts Payable.
- Collate, check and file digital and physical customs records and shipping paperwork to ensure full compliance with HMRC regulations.
- Generate storage reports from the inhouse database and cross check monthly against supplier storage reports.
- Produce monthly insurance reports for gallery and storage locations
- Undertaking on-site inventory audits.
- Arranging, checking and filing condition reports.
- Drafting documents and correspondence when requested.
- Supporting relationships with shippers and suppliers, including scheduling meetings and managing seasonal corporate gifting.
- Other ad hoc tasks, e.g preparing release notes, printing artwork labels, project support
Key Qualifications
- BA, preferably in a creative industry, or extensive relevant experience.
- Strong knowledge of Microsoft Office and Google Workspace.
- Detail-orientated and highly organised.
- Strong multi-tasker.
- Ability to handle a complex, varied, and high-volume workload whilst maintaining time-sensitivity and attention to detail.
- Must be an effective communicator who thrives in a fast-paced environment.
