Position overview:
This position will provide support to the gallery team in a variety of activities. The Gallery Assistant’s primary aim is to offer support to team members to ensure smooth daily running of their activities and an effective link with the wider team.
Key Front of House tasks will include:
- Act as lead “Front of House” representative for the gallery’s clients and visitors
- Answering phones in an efficient, professional and friendly manner.
- Tracking and recording visitor numbers
- Ensuring reception and gallery areas are presentable and informative at all times.
- Upkeep of checklists and tidiness of viewing rooms
- Updating Artbinder and inventory database with regard to sales and reserves
- Ensure press releases and exhibition lists are available for visitors
- 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 contact books
- Updating the internal contact database in conjunction with front of house
- 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
- Reception cover at gallery Private Views and support for/attendance at other gallery events as required
- Manage the gallery’s museum memberships and upkeep calendar of LA exhibition openings
- Deputizing for sales staff with visitors as appropriate
Documentation services, Gallery bookshop
- Order relevant sales catalogues and publications to ensure appropriate stock levels, including for upcoming gallery exhibitions
- Introduce and monitor allocation of complimentary catalogues, ensuring that new publications are regularly sent to major international museums/libraries
- Manage the sale of catalogues in conjunction with MarComms
- Manage front desk bookshop via Square and online gallery bookshop via Shopify. Work alongside global front desk team to manage international shipments.
- Upkeep the inventory of packing and shipping supplies, coordinating with members of MarComms and Sales Team to ensure that proper packaging is ordered for scheduled mail – outs
- Manage offsite storage inventory of catalogues
Facilities
- Onsite contact for outside vendors (e.g., HVAC, security, janitorial services, IT providers); obtain and maintain COIs, etc.
- Work with in-house IT team to troubleshoot day-to-day issues. Managing the opening and closing schedule.
- Responsible for waste and Re-cycling management.
- Ensuring the interior and exterior of the building are being maintained, including scheduling window washing, graffiti removal and maintaining sidewalks.
Full-time
Salary: up to $48k DOE