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Job Details: Gallery Assistant

Full details of the job.

Gallery Assistant
Permanent (Full-time)
New York
Job Title: Gallery Assistant
Reporting to: Operations Manager
Working hours: Tuesday – Saturday 9.45am to 6.00pm (additional hours as required)
Location : New York

Sales Support

• Responsible for booking all travel as instructed, logging POs and costs in line with company procedure
• Responsible for preparing formal travel itineraries as instructed
• Responsible for the collation and submittal of cash and credit expenses for two senior staff members in a timely manner in line with company protocol
• Assist with maintenance of client database as instructed (updating material sent, logging new information etc.)
• Assist with creating sales offers and editing artist PDFs as instructed
• Coordinate posting of client sales packs and catalogue mail outs as instructed
• Responsible for sourcing and printing images for internal and external client meetings and/or packages
• Assist with the preparation of client lists such as call lists, offer select lists, contact lists for events, email and catalogue mail-outs
• Attend regular internal training sessions as required
• Ad hoc duties as assigned

General Reception Duties

• Answering and transferring calls promptly and efficiently.
• Greeting visitors and clients
• Cultivate knowledge and update database of key clients, artists, and gallery relations to ensure that individuals are recognized and triaged appropriately as they visit the gallery
• Keeping reception area, cupboard and gallery spaces tidy and presentable at all times
• Liaising with Sales and Exhibitions depts to be briefed on artworks prior to new exhibitions
• Setting up gallery daily for opening – putting on lights and any films, sound works etc as per Exhibitions instructions
• Booking taxis for clients/directors as required
• Booking meeting rooms
• Recording visitor numbers
• Responding and processing general email enquiries
• Working late for Opening Nights running the front of house duties
• On a daily basis check the cleaners are fulfilling their duties in the gallery areas
• Advise the Operations Manager of any repairs or redecoration which are required
• Monitor stocks of stationery and kitchen supplies with support from the whole team
• Liaise with suppliers and complete all supply orders
• Oversee responding to general email and post submissions
• Oversee preparation of meeting rooms including water, coffees, lunch orders

This list is not exhaustive