Key Responsibilities and Required Skills for Art Assistant

🎯 Role Definition

The Art Assistant supports artists, galleries, museums, and creative studios by managing day-to-day studio operations and exhibition logistics, preparing artworks for display and shipment, maintaining accurate records and digital archives, and providing client-facing and administrative coordination. This role requires a combination of practical studio skills (packing/crating, handling, mounting, basic lighting and installation), digital skills (photography, image editing, collection management systems), and strong interpersonal abilities (liaising with collectors, vendors, and production teams). The ideal candidate brings meticulous attention to detail, a respect for conservation best practices, and the ability to prioritize tasks in deadline-driven environments.

Key SEO terms: Art Assistant, Studio Assistant, Gallery Assistant, Art Handler, Exhibition Coordinator, Artwork Documentation, Art Logistics, Collection Management, Art Production Support.

📈 Career Progression

Typical Career Path

Entry Point From:

Internships or volunteer roles in galleries, museums, or artist studios.
Freelance production or art handling contracts.
Administrative roles within cultural institutions (reception, events).

Advancement To:

Lead Studio Assistant / Senior Art Handler
Exhibition Coordinator / Curatorial Assistant
Gallery Manager or Studio Manager
Production Manager for art projects or public art installations

Lateral Moves:

Collections Management Assistant
Registrar Assistant
Art Logistics Coordinator
Art Fabrication Technician

Core Responsibilities

Primary Functions

Assist lead artists and studio managers in preparing artworks for exhibitions, fairs, and client deliveries by measuring, mounting, stretching, framing, and performing final quality checks to ensure artworks meet presentation and conservation standards.
Handle packing and crating of artworks for domestic and international shipping, including producing condition reports, labeling, coordinating with couriers, arranging insurance documentation, and ensuring compliance with customs and transport regulations.
Photograph and digitize artworks for archives, sales, and marketing using studio lighting and digital cameras; process and retouch images in Adobe Photoshop/Lightroom to create accurate color-corrected files and catalog-ready images.
Maintain and update inventory databases and collection management systems (e.g., TMS, Artwork Archive, Gallery Manager), including accessioning new works, tracking movement, recording provenance, and reconciling physical inventory with digital records.
Coordinate logistics and on-site installation for exhibitions and events: liaise with curators, framers, fabricators, installers, and venue staff to schedule deliveries, rigging, wall layouts, and on-site adjustments.
Prepare and maintain detailed condition reports before and after transports and loans, documenting condition with high-resolution images and standardized notations to support conservation and insurance needs.
Support fabrication and production work by preparing materials, mixing media, operating basic shop equipment, communicating technical specifications to fabricators, and supervising third-party production runs.
Manage studio supply procurement and inventory—order archival materials, framing supplies, tools, and packaging; monitor budgets and vendor relationships to ensure cost-effective purchasing.
Serve as a client and collector liaison: coordinate viewings, deliveries, installation appointments, and follow-up communications with buyers, museums, and private collectors while maintaining high levels of confidentiality and professionalism.
Assist with exhibition planning tasks such as producing layouts, preparing labels and wall text, collating artist statements and press materials, and ensuring all print and digital collateral is accurate and delivered on schedule.
Supervise and mentor junior interns and temporary studio staff during peak periods, delegating tasks, providing training on proper art handling and documentation protocols, and ensuring safety and quality standards are upheld.
Execute light conservation tasks under direction (surface cleaning, stabilization for transport), following conservation safe practices and flagging items requiring professional conservation treatment.
Maintain studio and gallery spaces—ensure cleanliness, climate control monitoring, lighting maintenance, and safe storage solutions; implement workplace safety protocols and incident reporting.
Support administrative and financial workflows such as preparing invoices, tracking expenses, processing purchase orders, and coordinating with accounting for sales, loans, and consignments.
Implement and maintain digital archiving workflows: backup strategies for high-resolution images, metadata tagging, version control, and organizing cloud and local storage for easy retrieval by the team and external partners.
Coordinate photography and video shoots for marketing and documentation, including scheduling, set preparation, directing still-life or installation shoots, and liaising with freelance photographers or videographers.
Assist with research tasks for grant applications, exhibition proposals, and artist residencies—compile bibliographies, gather images, draft supporting materials, and prepare submission packages.
Produce and update online content such as website galleries, e-commerce listings, and social media posts using content management systems (Squarespace, WordPress, Shopify) and social scheduling tools while maintaining brand and archival accuracy.
Manage incoming and outgoing communications related to art movement: maintain shipping logs, monitor tracking, confirm deliveries, and resolve any transit or customs issues in partnership with logistics providers.
Oversee temporary storage and stage setups for art fairs and pop-up exhibitions, coordinate onsite storage solutions, and ensure secure and organized handling during high-volume events.
Facilitate collaboration between artists and external vendors (printers, framers, fabricators, framers, transporters) by conveying technical requirements, reviewing proofs, and ensuring production meets specifications and deadlines.
Track and report on project timelines and milestones: maintain calendars, create task lists, send reminders, and escalate scheduling conflicts to studio managers to keep exhibition and commission workflows on schedule.
Ensure compliance with legal, ethical, and safety requirements related to art materials (hazardous materials handling, waste disposal), loan agreements, and copyright documentation.
Create and maintain press kits, loan paperwork, and condition checklists for outgoing loans to museums and institutions, ensuring all documentation is complete and adheres to institutional standards.
Provide ad-hoc creative and technical support for artist projects, including material sourcing, prototype development, mock-ups, and supporting participatory programming or workshops.

Secondary Functions

Support ad-hoc research requests and exploratory material investigations to inform conservation, fabrication, or exhibition strategies.
Contribute to the organization’s documentation and digital asset management strategy including metadata standards, naming conventions, and archival best practices.
Collaborate with curators, registrars, and production teams to translate exhibition or commission needs into practical production and logistics requirements.
Participate in project planning, sprint planning, and agile-style coordination meetings within the studio or gallery to align on priorities, timelines, and resource allocation.
Assist marketing and sales teams with content and collateral for catalogs, online shops, and promotional campaigns by providing images, captions, and technical details.
Provide on-site assistance for public programs such as artist talks, openings, workshops, and educational events, supporting visitor services and setup/tear-down.
Support grant and funding application processes by assembling documentation, tracking deadlines, and coordinating signatures and supporting materials.
Participate in cross-functional problem solving for exhibition logistics, supply chain delays, or production quality issues and recommend operational improvements.
Maintain and contribute to health and safety records: update risk assessments, incident logs, and ensure training records are current for all studio personnel.
Assist in preparing post-exhibition reports, documenting lessons learned, cost reconciliations, and recommendations to optimize future installations and logistics.

Required Skills & Competencies

Hard Skills (Technical)

Art handling and packing/crating expertise with demonstrated knowledge of archival materials and museum-standard practices.
Professional photography for artwork documentation—studio lighting, camera setup, RAW capture and post-processing in Adobe Lightroom and Photoshop.
Experience with collection and inventory management systems (e.g., TMS, Artwork Archive, Gallery Manager) and metadata entry best practices.
Proficiency with content management systems (Squarespace, WordPress) and online sales platforms (Shopify, Artsy, Saatchi Art) for gallery or studio listings.
Basic conservation awareness: ability to prepare condition reports, recognize active deterioration, and follow conservator instructions for stabilization.
Skilled in preparing mounts, frames, and display hardware; familiarity with hanging systems, rigging, and basic carpentry for installations.
Competence in packing for domestic and international shipping including customs documentation and coordination with art carriers.
Digital asset management and backup workflow knowledge, including metadata tagging, cloud storage (Google Drive, Dropbox, AWS), and file organization.
Familiarity with print production processes and vendor coordination for giclée printing, limited editions, and framing.
Basic accounting and administrative tools: invoicing, purchase orders, Excel/Google Sheets proficiency, and expense tracking.
Experience with social media platforms for galleries and artists and familiarity with scheduling tools (Hootsuite, Later) and basic copywriting for captions.
Skilled with drafting and editing technical documents: condition reports, loan agreements, installation plans, and shipping manifests.
Experience operating shop equipment safely: drills, saws, table saws, and small workshop machinery under supervision where applicable.

Soft Skills

Exceptional attention to detail and commitment to accuracy in documentation, condition reporting, and logistical coordination.
Strong verbal and written communication skills for interacting with artists, collectors, curators, vendors, and internal teams.
Excellent organizational and time-management abilities—capable of juggling concurrent projects and shifting priorities in deadline-driven contexts.
High level of discretion and professionalism when handling confidential sales, provenance, and client information.
Collaborative mindset with the ability to work across curatorial, production, and administrative teams.
Problem-solving orientation—anticipates challenges in logistics or production and proposes pragmatic solutions.
Adaptability and resilience in fast-paced installation periods, fairs, or last-minute exhibition changes.
Customer-service focus with an emphasis on building and maintaining positive relationships with collectors and clients.
Initiative and resourcefulness in sourcing materials, troubleshooting technical issues, and improving studio workflows.
Cultural sensitivity and awareness when coordinating loans, international shipments, and cross-border exhibitions.

Education & Experience

Educational Background

Minimum Education:

High school diploma or equivalent; vocational training or certificates in art handling, photography, or gallery operations considered advantageous.

Preferred Education:

Bachelor's degree in Fine Arts, Art History, Museum Studies, Visual Culture, Arts Administration, or related field preferred but not always required.

Relevant Fields of Study:

Fine Arts
Art History
Museum Studies / Collections Management
Arts Administration
Photography / Visual Communication
Conservation / Preservation Studies

Experience Requirements

Typical Experience Range:

1–5 years of experience in artist studios, galleries, museums, art fairs, or production environments.

Preferred:

2+ years assisting professional artists, galleries, or museums with demonstrable experience in art handling, exhibition installation, photography, and inventory systems. Experience with international shipping and familiarity with museum registration procedures is highly desirable.