Gallery Administrator (Admin & HR) - New York

This is a full time, permanent position based in New York, reporting to the Director of Operations - US and a dotted line to Director of HR in the UK. This is a broad role, supporting a team in the US covering gallery administration and HR administration.

Gallery Administration

• Front Desk Administration
  •  Line management of the Front desk team and the overall of responsibility for ensuring Front of House responsibilities are met (outlined below)
  • Assist in development of annual NY Admin budgets alongside Director of Operations
  • Diarising of gallery events, including Internal and external events, public holidays
  • Coordinating sales team rota, as required
  • Coordinate annual staff parties and events, as required

• Assist the Operations Director in the management of the visitor experience to gallery premises & related properties.
  • Ensure all client facing areas of the gallery are kept presentable.
  • Work with FH, technical and facilities teams to ensure all client facing areas of the gallery are kept presentable and at a high standard at all times. This includes the entrance, reception, gallery, viewing rooms, offices, kitchens and bathrooms.
  • Ensure all properties relating to gallery activity are maintained and presentable at all times.
  • Manage visitor and client requests relating to these properties.

• Oversight of gallery book and catalogue inventory.
  • Ensure that the gallery is stocked with relevant sales catalogues and publications
  • Monitor allocation of complimentary catalogues.
  • Work on project to make best use of catalogue archive/stored catalogues
  • Manage offsite book storage and inventory of catalogues
  • Manage front desk bookshop via Square and online gallery bookshop via Shopify.
  • Work alongside the UK front desk team to manage international book shipments.

HR Administration

• Ensure HR payroll and administration practices comply with local, state, and federal employment laws and regulations.
• Administer bi-weekly US payroll
• Manage US benefits and enrolments including medical, dental, life insurance, disability, pension, and 401K.
• Keep HRIS system up to date with all payroll related information.
• Onboarding and offboarding: Assist with onboarding and offboarding administration, for example equipment, Health and Safety.
• Ensure statutory training is completed, for example harassment prevention
• Manage and oversee intern programme
  • Interview intern applicants, providing a shortlist for director of HR and Director of Ops.
  • Work with department teams to build a suitable experience and programme for interns.

(Front of House responsibilities)

• Being the lead person for reception duties for the gallery
• Oversee FH staff as the face of the gallery for clients and visitors. Ensuring a high level of phone etiquette and communication skills.
• Being a comforting Interface with visitors and clients, answer questions and speak comfortably about the gallery’s current exhibitions
• Updating Artbinder in conjunction with the UK front of house
• Ensuring press releases and exhibition lists are available for visitors.
• Prepare price lists and have them available for the sales staff behind the desk.
• Organizing couriers/FedEx/taxis where required, coding and reporting to finance
• Ordering office supplies & canteen etc., coding and reporting to finance
• Updating mailing list from reception/exhibition books.
• Updating gallery’s internal contact database in conjunction with London front of house
• Updating the inventory database with regard to sales and reserves
• Other general ad hoc project support work as required i.e. maintaining records of cold calls/walk ins, updating face recognition docs, important client docs etc.
• Oversee reception cover at gallery Private Views and support for/attendance at other gallery events as required
• Exhibition Vinyl ordering.
• Manage the gallery’s museum memberships and upkeep calendar of NY exhibition openings

Skills and experience

• Excellent administration skills
• Experience managing US payroll and benefits
• Knowledge of current HR state laws
• Experience working in small to medium businesses
• Experience of working across teams and levels within the organisation
• Ability to build relationships and credibility
• Ability to handle sensitive information with confidentiality and discretion