Gallery Administrative Assistant (Fine Art)

Gallery Administrative Assistant - Position Overview

We are seeking a highly organized, detail-oriented, and personable Gallery Administrative Assistant to support the daily operations of a dynamic art business. This role combines administrative coordination, client service, event support, and communications management in a fast-paced creative environment. The ideal candidate is professional, proactive, and passionate about modern and contemporary art and cultural programming.

Key Responsibilities

• Manage front desk operations and serve as a point of contact for visitors, collectors, artists, and vendors
• Answer phones, direct inquiries to the correct team member, respond and/or forward email inquiries to keep all our lines of communication organized and professional
• Coordinate gallery calendars, meetings, appointments, and exhibition schedules
• Create and update inventory records, artwork documentation, and database systems
• Prepare consignment agreements, shipping forms, and sales documentation
• Assist with exhibition preparation, installation logistics, and opening receptions
• Support marketing efforts through website updates, newsletters, and social media coordination
• Order office and gallery supplies and liaise with vendors and service providers
• Assist with research, grant applications, and special projects as needed
• Ensure gallery spaces remain organized, welcoming, and presentation ready

Qualifications

• Bachelor’s degree or equivalent experience in arts administration, fine arts, communications, business, or a related field preferred
• Excellent written and verbal communication skills
• Strong organizational and multitasking abilities
• Proficiency in Microsoft Office, Adobe Acrobat and Photoshop, Apple environment
• Familiarity with social media platforms and basic marketing tools
• Ability to work occasional evenings or weekends for exhibition events
• Knowledge of modern and contemporary art and gallery operations is a plus

Preferred Skills

• 1 year administrative or gallery-related experience preferred but not mandatory
• Experience with art inventory software such as ArtLogic, ArtNet, Artsy preferred
• Basic graphic design skills using Canva or Adobe Creative Suite
• Customer service and client relations experience
• Strong attention to detail and discretion with confidential information

Compensation & Benefits

Competitive hourly rate or salary based on experience

Benefits:

• Flexible schedule

Work Location: In person