Executive Assistant to Senior Directors at a Major Contemporary Gallery in London.

Position overview

The role of Executive Assistant is a full-time position, based in London, reporting to the Managing Director. This is a pivotal role requiring exceptional attention to detail, strong communication skills and the ability to operate with professionalism in a fast-paced, creative environment. The role will also provide support to the Chief Financial Officer, based in London.

Responsibilities

• Diary management for MD and CFO.
• Prepare detailed travel itineraries including flight details, taxi arrangements, accommodation, event details and meetings with internal colleagues.
• Book international travel, researching cost-effective routes, maximising time efficiency, and presenting clear cost breakdowns.
• Code and process expenses and invoices accurately and efficiently on behalf of the MD and CFO via Concur.
• Manage the scheduling of weekly direct-report meetings, ensuring seamless coordination across time zones, travel commitments, and national holidays.
• Communicate with members of the Exec Team to schedule monthly meetings and collate agenda items on behalf of the Managing Director.
• Attend the Exec Meetings, maintaining attendance records, including agenda, minutes, and confidentiality of sensitive discussions.
• Act as a key point of contact between the Managing Director, CFO, Director of HR, and PA to the CEO, coordinating travel details, meeting agendas, and urgent requests.
• Create and maintain a centralised, coherent calendar to flag deadlines, clashes, and forward planning for the Managing Director.
• Participate in the Green Team and coordinate the annual report.
• Prepare meeting rooms as required, including documentation, refreshments, and welcoming guests and colleagues.
• Ad hoc projects as required.

Sales, Data Tracking and Reporting

• Monitor sales activity through Salesforce and email updates to ensure a clear and accurate overview of sales movement and active reserves.
• Own the tracking and consolidation of Sales Notes from Global Sales Meetings, maintaining a central Google Sheet linked to Salesforce opportunities and delivering a weekly overview to the Managing Director.
• Prepare accurate inventory reports of available works for the Managing Director’s review before offering work to clients.
• Create detailed, well-considered sales PDFs and artist dossiers for clients with commercial interest.

Client Development

• Develop an effective client engagement strategy to actively engage the Managing Director’s clients.
• Work with the Managing Director to cross-check existing and new clients on Salesforce, adding new contacts where necessary.
• Ensure effective segmentation e.g. commercial interest, artists, art world peers, museums & institutions.
• Liaise with clients and key stakeholders in person and via email, maintaining a consistently professional, warm, and discreet approach.
• Draft mailers on behalf of the Managing Director to send to clients to promote upcoming exhibitions, events and art fairs.
• Build a clearer understanding of the gallery’s audiences at openings, with the aim of attracting younger visitors to the gallery.

Skills and Experience

• Experience as an Executive Assistant or in a similar support role.
• Exceptional organisation and time management with ability to multitask.
• Strong written and communication skills.
• High level of discretion and professionalism.
• Proactive, solutions orientated approach with strong attention to detail.
• Strong interpersonal skills and ability to build relationships at all levels.
• Genuine interest in contemporary art and gallery’s programme.
• Proficient in Microsoft Office, Google Calendar, Salesforce, SAP Concur and Adobe Suite.
• Strong understanding and awareness of the art market including; art fairs, auctions and commercial gallery artist rosters.
• Strong knowledge of contemporary art with a genuine interest in galleries, artists and institutions.

Full-time, onsite

Hybrid option is available

Salary: £30k-£40k DOE

Available to start ASAP (max 4 weeks)