Executive & Sales Assistant for an established, contemporary art gallery based in London

Main duties of the role include, but are not limited to:

Executive Administration

• Understand the forward gallery exhibition programme, updating relevant documents for the Exec team & directors as needed
• Keep and update the external exhibition spreadsheet for all artists on the gallery roster for the company. Liaise with artist managers and sales assistants
• Work directly/update the Exec team with weekly agenda
• When needed updating/deputising on behalf of directors with necessary information

Sales Strategy/ Administration

• Complete preparatory research to support sales offers for the directors, such as creating offer sheets, writing simple work descriptions, etc
• With direction from the directors, assist with preparation for previews and offer sheets when appropriate
• Understand the digital marketing and e-commerce strategy for the year
• Identify works that should be marketed and sold online
• Fully understand the costs, discount policies and target margins for works
• Balance outstanding client service with the needs of the gallery
• Implement consistent engagement strategies with walk-in visitors, phone and email inquiries
• Generate sales invoices and facilitate post-sale service to clients (i.e. deliveries, storage and/or installation)
• Understand the gallery AML policy to collate the necessary documents from clients to facilitate a sale
• Liaise directly with clients on behalf of the directors when appropriate
• Update CRM with works on reserve, NFS, and sales
• Provide remote support to sales staff who are traveling
• Provide client service on-site when sales staff are traveling or out of the gallery
• Reconcile expense reports for sales staff
• Mine business intelligence in CRM to focus client outreach and improve the results of every campaign
• Review auctions to determine comparable values and selling opportunities
• Work with Client Development execs to segment prospects and cultivate new types of collectors
• Manage a pipeline of prospects and clients and input conversion efforts and sales in CRM
• Serve as a brand ambassador at gallery and museum exhibitions

Artist Administration

• Support directors with artist RTA’s
• Support directors on new artist research
• Collaborate with artists and artist managers on the concept, design, and installation of gallery exhibitions
• Update gallery team regularly on the status of inventory, exhibitions, special projects and other issues related to the artists with whom they work

Museum Strategy

• Develop an understanding of the museum strategy and how the role contributes to the strategy delivery
• Assist directors on museum strategy with close collaboration with Client Development execs and directors in New York
• Manage data clean-up on CRM for Museum accounts and contacts with focus on UK and EU museums
• Assist with the training and governance of the protocol around museum strategy work with the global sales team to ensure that information is recorded on CRM correctly
• Proactive management of London exhibitions list and museum cards
• Strategize and liaise with NYC team on how best to activate London gallery spaces with visitors/museum groups

External Relationship Management

• Deputise for the directors with visitors as appropriate
• Research key artworld and cultural figures including artists, collectors, curators, commissioners, media and others who may support the Gallery’s business and submit findings on a monthly basis
• Attend events when required by the directors

General Administration

• Liaise with the directors to support diary management
• Make business travel arrangements for the directors
• Carry out preparatory research for upcoming trips, coordinate travel logistics, and produce itineraries and exhibition packs
• Create clash charts and detailed itineraries as appropriate during major art weeks for the directors and the wider London team
• Provide remote support to directors whilst travelling
• Support planning of and delivery of gallery events in London e.g. patron visits, talks, artist events etc
• Complete and file monthly expenses for both directors

Schedule: Full-time, on-site, hybrid

Salary: £35k+, DOE