A mid-sized New York gallery is seeking a highly capable, discreet, and proactive Executive Assistant to support principal of the gallery. This is a demanding role that operates at the intersection of administrative coordination, client relations and sales support.The position requires exceptional organizational skills, strong written and verbal communication and an informed familiarity with the contemporary art world. The ideal candidate is self-directed, detail-oriented and able to manage competing priorities with precision and composure. This is not an entry-level role.This is a full-time, salaried position, with a regular work week of Tuesday-Saturday, 10 AM-6 PM, with occasional extra hours for openings and other gallery events.Key ResponsibilitiesExecutive Administrative SupportProvide comprehensive day-to-day support to the principal, managing a dynamic schedule across internal priorities, client engagement and external commitmentsDraft and manage all correspondence, including emails, presentations, reports and client-facing materialsMaintain complex calendar scheduling across time zones, resolving conflicts proactivelyCoordinate meetings end-to-end, including agendas, materials, presentations, AV, catering and follow-upArrange domestic and international travel, preparing detailed itineraries and logisticsPrepare and submit expense reports with accuracy and timelinessAssist in basic financial tracking and reporting, including compiling sales data, monitoring payments and preparing internal reportsLiaise regularly with the gallery’s CFO on financial documentation and light financial reportingServe as a central liaison between the principal and internal teams, artists, collectors and external partnersMaintain and manage records within gallery systems (Artlogic, or comparable CRM platforms)Act as a key point of contact, managing calls, inquiries and communications with professionalism and discretionSales, Client & Relationship ManagementSupport sales initiatives, including client outreach, offer preparation, catalogue distribution and presentation materialsAssist with client strategy and collection management for priority collectorsEnsure a seamless post-sale experience by coordinating invoicing, payments, shipping and collection logistics in collaboration with operations and financeGreet clients when requiredMaintain awareness of key market activity, including art fairs, institutional programming and client developments, ensuring the principal is consistently informedExhibitions & OperationsAssist and support exhibition planning and executionSupport gallery events, openings and art fair participationCollaborate with colleagues to ensure coverage and continuity across operationsContribute to special projects and maintain awareness of gallery-wide priorities and deadlinesQualifications & SkillsBachelor’s degree required; background in art history, business or related field preferredMinimum 2+ years of full-time experience in a gallery or comparable art world settingPrior experience supporting a director, principal or senior executive strongly preferredDemonstrated knowledge of the contemporary art market and its key playersProficiency in Artlogic or similar database systems requiredWorking knowledge of basic financial accounting principles and experience preparing reportsStrong analytical skills, particularly in compiling and interpreting sales and financial dataExceptional writing, editing and communication skillsStrong organizational, multitasking and prioritization abilitiesMeticulous attention to detail and accuracyAbility to handle sensitive information with discretion and professionalismComposure under pressure and strong problem-solving instinctsProfessional, collaborative demeanor with a high level of client serviceProficiency in Google Workspace, Microsoft Office (Word, Excel, PowerPoint) and Adobe suite, especially inDesign and PhotoshopFlexibility to work evenings and weekends during busy periodsABOUT JAMES COHANJames Cohan is a contemporary art gallery with two locations in Tribeca. As an organization, we pride ourselves on building and maintaining a collegial and friendly working environment that values collaboration across disciplines, with a common purpose of supporting our artists in the many facets of the contemporary art world.
