REGISTRAR Jack Shainman Gallery seeks a responsible and experienced Registrar to oversee all aspects of external exhibitions logistics management, managing all loan and consignment agreements, and overseeing artwork shipping and internal database and document maintenance. The Registrar is instrumental in overseeing the gallery inventory and organizing artwork registration, storage management, and maintaining up to date records for the gallery’s artwork catalogue. The Registrar is crucial in organization-wide coordination, ensuring smooth communication with museums and institutions, shippers, and artist studios. The ideal candidate is rigorously organized, a strong communicator, and genuinely committed to accuracy and follow-through. Prior registration experience is required. Effective communication is key, both internally across the gallery departments, as well as externally as representative of the gallery to institutions worldwide. As a steward of the gallery’s collections, the Registrar maintains all gallery standards and practices for how artworks should be handled, shipped, and stored. This position is full-time permanent, Monday-Friday, and will operate between Jack Shainman Gallery’s 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: External Exhibition ManagementOversee from start to finish loan logistics for domestic and international exhibitions, working directly with directors, artists, and institutions on all required loan paperwork and shipping formsDraft, track and maintain all outgoing loan agreements for external institutional exhibitionsManage loan checklists and maintain updated values for all artworks includedManage shipping arrangements with institutions, including crating and advising on preferred gallery standardsTrack condition reporting pre- and post- shipment from the gallery to the institutionCoordinate image credit language and documentation with Archives team for loan agreements and when the artworks are on-siteConfirm insurance requirements are met, and necessary paperwork is completed in compliance with the gallery standardsManage shipping budgets in conversations with the sales directors for exhibition loansOversee loan paperwork for traveling exhibitionsTrack all loan deadlines and ensure agreed periods are metWork directly with the prep team to ensure all loan shipments are prepared as needed and consolidate all condition documentation prior to shipping.Work with Director of Production to ensure any artwork production required for loans is managed and coordinated accordingly.Maintain up to date records in AL and on the server for all loan paperwork Draft, track and maintain all outgoing consignment agreements for external gallery exhibitionsWork with the Director of Production to align production timelines as needed and include production costs in all agreementsGather quotes for shipping and crating, simultaneously ensuring quality and budget controlCoordinate image and credit details with the Archives teamUpdate consignment agreements for sold works, work with Directors to ensure agreement language is monitored as sales occurDraft, track, and maintain all incoming consignment agreements for JSG exhibitionsWork with Director of Production on shipping timelines and arrangements from artist studios as needed Work with Exhibitions Director and Managers + reg/prep teams Upstate and in the city to coordinate shipping arrangementsWork with Directors overseeing artist agreements to confirm language and agreed terms.Stay up to date on customs and tax regulations and requirements for artworks shipping internationallyWork with preparator team to source artwork installation instructions for external exhibitions and disseminate with museums and galleries as neededAssist gallery clients with loan paperwork and coordinate shipments to/from the client’s home to the borrowing institutionWork with the Client Liaison Registrar to update loan agreements when works on loan from the gallery are purchased by gallery clients Database ManagementOversee the gallery’s active artwork inventory and internal document management through Artlogic, including but not limited to:Maintain up-to-date artwork checklists for all active external exhibitionsManage all paperwork relating to loan agreements, consignment agreements, shipping in and out forms, and donation formsEnsure all agreements and paperwork is saved on the gallery server for future referenceUpdate artwork locations in accordance with shipping updates for all external exhibitions or incoming loaned/consigned artworks Internal Artist/Exhibition ManagementDraft, track and maintain consignment agreements between the gallery and represented artists as neededDraft, track and maintain all incoming loan and consignment agreements for internal gallery exhibitionsManage and control inventory of all artist authentication documents for artists and Estates Storage / InsuranceEnsure insurance standards and compliance for the gallery are met in all practices and operations within the roleCoordinate with fine art storage vendors to maintain appropriate handling, inventory management, and condition monitoring of artworksParticipate in the management of multiple storage facility contracts alongside the Registration and Preparator Departments Misc.Maintain consistent record-keeping and inventory standards across the registration and preparator teams both upstate and downstateCollaborate with Director of Production, Director of Exhibitions, Client Liaison Registrar, and Head Preparator to maintain handling practices for all artworks. Qualifications3-5 years of experience in a gallery, museum, auction house, or related arts setting, with direct experience in a registrar or similar role 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: $80,000–$90,000, 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.
