ASSISTANT REGISTRARJack Shainman Gallery seeks an experienced and motivated Assistant Registrar to support the registration department across all facets of the gallery operations and logistics. The role encompasses administrative and logistics support for the Client Liaison Registrar, Loans & Consignments Registrar, and Director of Production, and working interdepartmentally with the Preparator team. This is a hands-on role with broad exposure to all facets of gallery registration practices. The ideal candidate is rigorously organized, a strong communicator, and genuinely committed to accuracy and follow-through. Prior experience within a registration or logistics team is required. Excellent time management and a strong attention to detail is key. The Assistant Registrar is a crucial member of the registration department and reports directly to the head of the department. This position is full-time permanent, Monday-Friday, and will operate between our two New York City locations in Chelsea and TriBeCa.About UsJack Shainman Gallery is a high-volume, New York-based contemporary art gallery that represents over 40 established, mid-career and emerging artists working across a wide array of media, including painting, sculpture, photography, video and mixed media. The gallery assists represented artists to facilitate institutional exhibitions, large-scale projects, and catalogues both domestically and internationally, collaborating with museums, research institutions and publishers accordingly. The gallery was founded in 1984 in Washington, D.C. by Jack Shainman and Claude Simard (1956-2014). Soon after opening, the Gallery relocated to New York City where it has continued operations to this day. The gallery operates two exhibition spaces in New York City; its Chelsea location at 513 W 20th St opened in 1997, and its TriBeCa flagship at 46 Lafayette St opened in January 2025. Additionally, the Gallery converted a 30,000 square foot historic school in the upstate town of Kinderhook into an exhibition space in 2013, known and operated as The School. The three exhibition spaces work concurrently to present solo and group exhibitions that both introduce gallery artists to new audiences and give those artists space to present new bodies of work.The RoleResponsibilities for this role include, but are not limited to:Inventory and Database SystemsInventory and catalogue new artworks across all categories, maintaining complete and accurate records in ArtlogicHelp organize condition reporting with the prep team and enter packed dimensions into Artlogic databaseMonitor Monday.com boards and data entries with preparator and registrar teamsMaintain accurate inventory records across locationsUpdate artwork locations and movement details in the database Loans & ConsignmentsWork with Loans & Consignments Registrar to monitor and update loan periods, tracking these on Mondays and ArtlogicAssist with drafting loan and consignment paperwork and coordinating condition reporting, shipments, and loan/consignment projects accordinglyAssist with maintaining physical and digital filing system for all agreement documentationProduction & ExhibitionsWork with Director of Production to create exhibition checklists for upcoming shows and art fairsLiaise with Sales Directors on checklists and booth models for art fairsAssist with material/process research for various production projects as neededMonitor annual artwork maintenanceAssist with digital production work on a case-by-case basis including digital renderings using SketchupAssist with shipping estimates as needed for studio collections, consolidated shipments, and studio returnsClient Liaison RegistrarManage inventory of sold works (including off-site storage)Coordinate with the registrar to create and file shipping invoices with appropriate sales tax and assist with processing payements and filing invoices with accountingAssist in obtaining shipping quotes for client inquiriesAssist with preparing shipping documentation, including shipping forms and commercial invoicesUpdate and maintain shipper and client contacts, including location specific details and notesAssist the movement team in organizing internal client viewing shipments and inter-location transfersAssist in digitizing and filing Bills of Lading (BOLs)Update and share weekly shipping (in/out) report to staff of all incoming and outgoing artworkAssist in coordinating condition reports via Mondays and prep team for returning loans, production/framing of sold worksAssist with tracking existing secondary market agreement timelines and amend extensionsAssist with secondary market condition reports and tracking any additional conservation costs for future purchasesGallery PurchasesInventory new gallery purchasesAssist with collections for small, local, hand-carry items from NYC auction houses in Manhattan, Brooklyn, and QueensQualifications1-3 years of experience in a gallery, museum, auction house, or related arts setting, with direct experience in registration or operations logistics requiredFluency in Mac OS and Microsoft Office Suite Required (Outlook, Teams, Excel)Experience using an art database required, Artlogic experience preferredFamiliarity with Monday.com or comparable organizational software preferredFamiliarity with Adobe Create Suite and SketchUp software a plusCompensationSalary range: $60,000–$65,000, commensurate with experience. Benefits: Gallery-paid single-employee medical. 401(k) safe harbor plan with a 3% annual salary contribution. NY gallery closed from Christmas through New Year’s. Paid holidays. Additional accrued PTO, sick time, and comp time.
