PA to Art Gallery Director

Executive Assistant to Global Sales Director (Art Gallery) London Based – International experience required (You must have art gallery or auction house experience to apply for this role)

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• Manage appointments for the Director’s professional diary ensuring the diary is synced and up to date on an hourly basis Communicate schedule changes promptly and reorganise timely ensuring all parties are notified  Book restaurants, venues etc. as required Manage personal diary: events, holidays, reminders of birthdays and special events Manage all aspects of travel coordination: travel research, visa applications, passport renewals; flight, car and taxi bookings, liaise with travel agents or book direct with transport companies as required Prepare travel itineraries and travel information packs, collate and provide any required paperwork for meetings along with research on full directions/ maps etc.

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• Reconcile Director’s credit card and cash expenses and collect receipts and provide promptly to Finance, process invoices, create and pass purchase orders Ensure that company budgets are adhered to where applicable      

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• Liaise with clients on arrangements for gallery tours, tickets etc.  Project manage the Director’s online profile and social media accounts 

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• Maintain office filing, archiving, and catalogue library for the Director’s office Liaise with Operations and IT departments to maintain office supplies and ensure the smooth running of computer systems, iPhone and iPad for the Director’s office Assist with ad hoc gift purchasing

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• Assist in obtaining management information on a regular basis to provide to the Director, to include reports on debtors, pro-forma invoices, sales data, budgets, sales team info, artist statement etc.

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• Prepare documentation on behalf of the Director for weekly Board meetings Liaise with and gather information from gallery staff on behalf of the Director and arrange regular meetings as required Coordinate and action management information in liaison with the Director Ensure the Director is updated following Artist and Sales Liaison visits to artists’ studios or when new works are brought into the gallery for artists that the Director is not directly responsible for (i.e. artists that GSD is not Sales Liaison for)

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• Print and collate relevant press for the Director Prepare the creation of information packs and presentation material for relevant artists forthcoming shows (that the Director is not SL for) Working alongside the secondary market team oversee correct management of the gallery’s internal artists’ stock e.g. sales and acquisitions  Working with the secondary market team ensure internal artists coming up at auction are discussed and a strategy on acquisition is confirmed ahead of the sale 

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Sales Admin Support Responsibilities (when required) Provide administrative support to the Global Sales Director’s Client Manager as required.  Log and refuse offers on the sales database                 

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Create Sales PDFs, invoice and sale packs  Select lists for events and mail outs Organise client tickets for external events  Ensure details and images of new works by all artists are shown to the Director when circulated  Oversee, update and check current Sales PDFs for accuracy, making amendments as necessary alongside/with the relevant AA and Client Manager Manage the Directors digital sale folders, delete sold works and keep data current and correct  alongside/with the relevant AA and Client Manager Assist the Director’s Client Manager with client research 

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Act as the point of contact for the Directors’ office in regard to client liaison when the Client Manager is not present Attend staff meetings and gallery events as required Maintain office filing, archiving and electronic database as required This is a very busy role for someone who loves the art world and happy to step up and support and extremely busy International Sales Director with a hugely busy schedule.  Happy to help with personal support when needed.  Top team in fantastic gallery with an international reputation.  Top package + bonus.  An Art Gallery or Auction House background is essential for this role.

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