Position Summary: The Personal Assistant / Associate, CEO Office will provide day-to-day personal, administrative, and operational support to the CEO and Associate Director, CEO Office. The role acts as a key liaison between the CEO\'s Office and the wider gallery, helping to ensure the efficient flow of information, coordination of priorities, and execution of projects across departments; while enabling the CEO to focus on strategic, commercial, and relationship-driven initiatives. Key Responsibilities: Personal Administration & Relationship Management:Personal calendar overview in conjunction with the Associate Director, CEO OfficeSchedule personal appointments (medical, contractors, etc.)Pay invoices (property management bills, medical bills, car, insurance, etc.)Maintain personal contact databases and recordsManage confidential communication with a high level of discretionMaintain client, artist, and key stakeholder records and contact informationCoordinate birthday acknowledgements, holiday gifts, and other relationship-management initiatives for artists, clients, and key contacts CEO Office Coordination & Internal CommunicationsAct as a primary point of contact between the CEO\'s Office and gallery staff across departments.Coordinate communication and follow-up between the CEO and internal stakeholders, including Sales, Artist Management, Operations, Communications, Finance, and EventsTrack and manage requests requiring CEO review, approval, or feedbackEnsure timely communication of decisions, updates, and action items to relevant teamsSupport artist relationship management by coordinating communications, meetings, studio visits, and special projectsAssist with the planning and execution of White Street programming, dinners, events, and related CEO Office initiativesSupport special projects and strategic initiatives on behalf of the CEO\'s Office as required Travel, Hospitality & EventsCoordinate arrangements for all travel, accommodation, and entertainment in coordination with the Associate Director, CEO Office and the CEO\'s partnerArrange artist travel as requiredWork with Events Manager for business dinner and events (client, artist, art fairs, exhibitions)Manage restaurant reservations and hospitality arrangementsSchedule and coordinate personal events with vendors or dining establishments as neededAssist with coordination of CEO-hosted dinners, artist engagements, collector events, and White Street programming initiatives as needed Property & Household Management:Manage all general property maintenance requests (including housekeeping, contractors, alarm systems, pool cleanings, winterizing of house, refilling propane tank, and other utilities)Coordinate cleaners and contractor schedulesManage shipping, delivery, and receipt of personal itemsManage insurance for owned properties including apartment, car, home, and valuable personal propertyManage personal liability insurance mattersResearch and procure home items when needed (e.g, furniture, appliances, etc.)Run miscellaneous errands when needed (e.g., dry cleaning, store pick-ups, etc.)Maintain stock of miscellaneous groceries and other supplies for entertaining Medical Insurance Management:Schedule and coordinate doctor appointments (including routine appointments)Manage prescription refills and home deliveriesEnsure prescriptions are filled in advance of travelFile, track, and follow up on all medical insurance claimsMaintain contact list of all doctors and medical providersManage medical insurance administration and related billing Requirements:2–5 years of experience supporting senior executives, principals, or directors within the arts, gallery, luxury, cultural, or professional services sectorsDemonstrated ability to anticipate needs, exercise initiative, and manage competing priorities proactivelyExceptional discretion, sound judgment, and professionalism when handling confidential informationHighly organized and detail-oriented, with strong administrative, project-management, and time-management skillsExcellent verbal and written communication skills , with the ability to build effective relationships across departments and levels of seniorityStrong interpersonal skills and a service-oriented approach, with the confidence to interact professionally with artists, collectors, senior executives, and external stakeholdersProficiency in Microsoft Office Suite, Apple products, and related business applicationsStrong problem-solving skills and the ability to troubleshoot basic technology issuesAbility to lift up to 50 lbs.Valid driver\'s license and ability to drive preferred
