Key Responsibilities and Required Skills for a Gallery Assistant

🎯 Role Definition

As a Gallery Assistant, you will be the first point of contact for our visitors and a key ambassador for the gallery and its artists. This multifaceted position requires a blend of exceptional interpersonal skills, administrative prowess, and a deep appreciation for contemporary art. You will be instrumental in ensuring the smooth operation of the gallery space, supporting the sales team, and contributing to the successful execution of our exhibition program. This is an exceptional opportunity for a motivated individual to gain comprehensive experience in a fast-paced, high-end commercial art gallery environment.

📈 Career Progression

Typical Career Path

Entry Point From:

Art History or Fine Arts Graduate
Museum or Non-Profit Arts Intern
Luxury Retail or Hospitality Professional
Artist Studio Assistant

Advancement To:

Gallery Registrar
Sales Associate or Director
Exhibition Manager
Artist Liaison

Lateral Moves:

Auction House Administrator
Art Advisor's Assistant
Museum Curatorial Assistant

Core Responsibilities

Primary Functions

Act as the primary point of contact at the front desk, warmly greeting all visitors and providing knowledgeable information about the current exhibition, represented artists, and the gallery's program.
Field and direct a high volume of phone calls and email inquiries with professionalism and efficiency, ensuring all messages are relayed to the appropriate staff members.
Provide robust administrative support to the gallery Directors and Sales team, including managing calendars, scheduling appointments, and preparing for client meetings.
Meticulously maintain and update the gallery's database (e.g., Artlogic, Artsy, FileMaker Pro), ensuring accuracy of client information, artwork inventory, and sales records.
Assist in the entire sales process, from generating initial client offers and preparing invoices to processing payments and creating certificates of authenticity.
Coordinate complex logistics for domestic and international shipping of artworks, liaising with fine art shippers, clients, and other institutions to ensure safe and timely transport.
Prepare and manage viewing rooms and private presentations for clients, ensuring artworks are presented professionally and all necessary information is readily available.
Maintain the pristine condition and appearance of the public-facing gallery spaces, including exhibition areas, viewing rooms, and the front desk.
Assist with the physical installation and de-installation of exhibitions, including the careful handling, wrapping, and condition reporting of artworks.
Manage the gallery's general email inbox, responding to inquiries promptly or forwarding them to the relevant team member.
Oversee gallery inventory of office and packing supplies, anticipating needs and placing orders to ensure seamless daily operations.
Update and maintain artist portfolios, press kits, and biographies, ensuring all materials are current and accurately reflect the artists' careers.
Assist in generating and distributing checklists, press releases, and other collateral materials for exhibitions and art fairs.
Respond to image and press requests from journalists, curators, and other professionals in a timely and organized manner.
Perform daily opening and closing procedures for the gallery, ensuring security protocols are followed and the space is ready for business.

Secondary Functions

Provide on-site support for gallery openings, artist talks, and other special events, which may include evening and occasional weekend work.
Conduct research on artists, potential clients, and market trends to support the gallery's curatorial and sales strategies.
Assist in managing the gallery's social media presence by preparing and scheduling content for platforms like Instagram and Facebook.
Help maintain the gallery's library and archives, organizing catalogues, press clippings, and other important reference materials.
Assist with preparing applications and logistical arrangements for participation in international art fairs.
Create and update digital presentations and marketing materials using tools like Adobe InDesign or Photoshop.
Liaise with vendors, such as photographers, caterers, and printers, to obtain quotes and coordinate services for gallery projects and events.

Required Skills & Competencies

Hard Skills (Technical)

Proficiency with Mac OS and Microsoft Office Suite (Word, Excel, Outlook).
Experience with art gallery database software (e.g., Artlogic, Artsy, Collector Systems, FileMaker Pro).
Basic knowledge of Adobe Creative Suite (InDesign, Photoshop) for creating presentations and marketing materials.
Familiarity with principles of fine art handling, packing, and condition reporting.
Strong knowledge of 20th-century and contemporary art history.
Excellent writing, editing, and proofreading skills for professional correspondence and documents.

Soft Skills

Exceptional interpersonal and communication skills, with a polished and professional demeanor.
Meticulous attention to detail and an extraordinary level of organization and accuracy.
Ability to multitask effectively and prioritize tasks in a fast-paced, high-pressure environment.
A proactive and resourceful problem-solver with a "no task is too small" attitude.
Utmost discretion and the ability to handle confidential information with sensitivity.
Strong client service orientation and the ability to engage with a diverse range of individuals.
Ability to work collaboratively as part of a small, dedicated team as well as independently.

Education & Experience

Educational Background

Minimum Education:

Bachelor's Degree

Preferred Education:

Master's Degree in a relevant field

Relevant Fields of Study:

Art History
Fine Arts (BFA/MFA)
Arts Administration
Museum or Curatorial Studies

Experience Requirements

Typical Experience Range:
1-3 years of professional experience in a contemporary art gallery, museum, auction house, or a related arts organization.

Preferred:
Direct experience in a front-of-house or administrative role within a commercial art gallery setting is highly advantageous. Prior experience with client interaction and sales support is a significant plus.