Art Fair Coordinator & PA for an established art gallery in London

Our client is seeking a highly organised and confident Art Fair Coordinator & PA to work with their busy London gallery. The Art Fair Coordinator & PA will coordinate preparatory logistics and on-site operations for art fairs in addition to providing administrative support to the gallery’s CEO.

The ideal candidate will have a few years of experience working in a gallery, auction house, or museum setting, though recent graduates are also welcome to apply. 

Main Responsibilities:

Art Fairs

• Coordinate arrangements and logistics for art fairs.
• Assist with all aspects of preparation in advance of each fair, ensuring deadlines are met and requirements are communicated effectively.
• Attend art fairs as required and assist with the smooth running of the stand.
• Request and coordinate the production of any necessary export licences and related documentation. 

PA Duties to the CEO

• Manage the CEO’s diary and appointments, ensuring all relevant information, documents and papers are available as required.
• Handle confidential correspondence with discretion and professionalism.
• Arrange and coordinate travel, including transport, accommodation and relevant itineraries.
• Provide general administrative and organisational support as required. 

Database

• Learn and understand all relevant aspects of the database.
• Ensure client records are accurately maintained and kept up to date.
• Be aware of all reports and documents that are available from the database and how to create the relevant ones.
• Maintain a high level of accuracy and discretion when handling client information. 

Other Duties

• Provide cover for other members of staff during holidays, lunch breaks and other periods of absence.
• Answer incoming main gallery telephone calls as required.
• Assist with out-of-hours Gallery openings and events as required.
• Maintain a full and accurate record of expenditure made via company credit card, including supporting receipts and vouchers, for analysis and reconciliation. 

Gallery Duties

• Assist Gallery Directors with all aspects of sales and sales enquiries when required.
• Take a keen interest in the fair hang and maintain a strong knowledge of the works on display, including artist details and asking prices.
• Prepare captions, labels and information sheets for exhibitions and art fair stands.
• Assist with the gallery’s preparations for upcoming exhibitions and other events as required.
• Attend Gallery exhibition openings and events, assisting with their smooth and professional running.
• Undertake additional administrative and operational duties as required to support the gallery and wider team.
• Direct clients to the appropriate Director or member of staff as required. 

Skills & Experience

• A natural ability to put clients first and provide a warm, attentive and professional welcome.
• Confident and polished, with the ability to communicate effectively with Directors, clients, artists and gallery staff.
• Excellent written and verbal communication skills.
• Additional language skills would be advantageous.
• An Art History degree or equivalent relevant experience.
• Collaborative, flexible and willing to take responsibility and support colleagues when required.
• Highly organised, proactive and able to manage multiple priorities in a busy environment.
• Hardworking, reliable and able to meet deadlines while maintaining a high level of accuracy.
• Strong IT skills, including Microsoft Word, Excel and general administrative and secretarial systems.
• Able to handle confidential information with tact, professionalism and complete discretion.
• Meticulous and thorough, particularly when dealing with client records, travel arrangements, documentation and financial records. 

Salary: £ 30,000, DOE. 

Employment Type: Full-Time