Reporting to both the Managing Director and Gallery Director, this position provides administrative support to gallery staff and helps with organizational aspects of gallery operations. The Assistant will be exposed to the planning processes involved in all gallery exhibitions and art fairs. Primary Responsibilities · Work at reception desk providing assistance to gallery visitors including client appointments, exhibition attendees and delivery personnel;· Answer gallery phones and respond to caller inquiries;· Maintain upkeep of reception area desks, bookshelves and storage;· Sort and open incoming mail and packages;· Oversee mailing supplies and related services including USPS, FedEx and messengers, and prepare shipments;· Process exhibition catalogue purchases through Square and Paypal· Maintain accurate Contact records in database including managing returned mail process, clean up of duplicate or unsubscribe records, updating profile information, and entry of visitor guest book;· Assist in preparations for art fairs and exhibitions including preparation of sales materials and coordinating supplies;· Coordinate gallery mailings including mail merge letters, labels and fulfillment;· Assist Managing Director with filing and archiving of business documents;· Assist with vendor payables and Quickbooks data entry;· Assist Managing Director with updating consignment records in database;· Provide support to Directors as required with document preparation and sending of offer emails;· Assist Directors with research and proposals;· Assist with procurement and manage organization of office and kitchen supplies;· Assist Executive Assistant with holiday gift program;· Reconcile credit card expenses for general gallery purchases;· Complete ad hoc requests and projects as assigned by gallery staff;· Handle miscellaneous external office errands including post-office drop-offs· Assist with data entry projects including high and low resolution image saving in gallery database and digital filesQualifications · BA and/or Master’s degree, preferably in Art History or related field (but not required)· Minimum 1-2 years of experience in an office environment· Excellent communication and organizational skills· Fast learner and ability to multi-task and prioritize assignments· Team player· Ability to learn names and faces within the industry· Able to work occasional early mornings/late nights and weekends · Excellent computer skills, especially includes Microsoft Office and Adobe products
