Our client is looking for a self-motivated, proactive individual who is driven to work in a respected gallery as a first port of call for visitors.
Key objectives are:
- To ensure effective and efficient management of gallery’s reception
- To assist two Directors with gallery related admin
Responsibilities:
Front of House
- Manage Gallery reception area
- First port of call for clients visiting the gallery
- Answer, screen and direct phone calls in a friendly and professional manner
- Take messages for the wider team and document all contact details
- Offer refreshments to clients and guests
- Reset the offices after meetings
- Manage incoming and outgoing post
- Ensure all auction catalogues are received, and the relevant gallery staff are notified
- Order office supplies and keep inventory of stationary
- Make sure the weekly Ocado order is up to date
- Input dates into the shared calendar – art fairs/auctions
- Collate information packs for exhibitions (itineraries/maps/contact details/local exhibitions list etc)
Personal Assistant to Directors
- Manage diaries
- Organise internal and external meetings
- Co-ordinate travel and related itineraries
- Screen all telephone calls and respond accordingly, manage post and email communication and greet clients on behalf of the Directors
- Prepare a daily running list for Directors and ensure critical tasks are completed each day
- Manage client database: add new clients, ensure existing client information is correct, maintain up to date interest lists, etc.
- Assist Directors in preparing for meetings and viewings
- Compile and record sales offers
- Complete monthly expense reports
- Assist in administrative duties as required
Requirements
- BA or Masters degree
- Ideally, understanding of German – both written and spoken
- Other languages are an advantage
- Excellent communication
- Client service skills
- Proactive approach and ability to use initiative
- High level of attention to detail
- Excellent organisational skills including ability to multi-task and prioritise under pressure
- Ability to handle confidential information with discretion
- Good working knowledge of Art Logic, Art Net, Microsoft Office, Excel, Outlook (calendar)
- Proficiency on Mac operating systems including on iMac, iPhone and iPad
- Familiarity with and interest in the gallery’s programme
- Ideal candidate will have experience in an assistant role
Working Hours: Part-time (Thursday – Friday 10am-6pm & Saturdays 10am – 5pm; some evenings may be required)
Salary: £30k pro rata (£18k)
Start date: ASAP