A Los Angeles-based Gallery seeks a highly motivated, extremely organized, proactive, and collaborative individual to serve as Executive Assistant to the Owner and oversee the Owner’s office. Primary responsibilities include managing travel and scheduling arrangements, providing sales support, and serving as a representative of the Owner to internal staff at all levels of the organization as well as to high-level external contacts. The Executive Assistant manages and accesses confidential material; sensitivity, discretion, professionalism, sound judgment, and experience in managing, delegating, and collaborating are required. This is a full-time position, Monday through Friday, and requires flexibility for additional hours based on the needs of the Owner. A generous benefits package is offered.
Monday – Friday (Full-time, hourly non-exempt)
ABOUT THE GALLERY:
The Gallery is a dynamic venue for contemporary art in Los Angeles and in New York and is internationally regarded as a leading gallery of its generation. The exhibition program is dedicated to presenting artists’ work with passion and intellectual rigor, and to bringing the utmost care and precision to showcasing artistic visions. The Gallery is committed to presentations that blend scholarship and connoisseurship with equity and inclusion. We are an institution rooted in our hometown of Los Angeles, and in California, even as we embrace cultural activity as a fully global phenomenon.
Maintaining a culture of belonging is important to us—we strive for a workplace where every single team member feels valued, supported, and heard. We believe in the power of creativity and seek opportunities for connection, collaboration, and learning between cultures and communities. We are committed to championing policies and practices that promote diversity, foster cultural equity, and sustain an environment of inclusivity. The Gallery is an equal opportunity employer and makes employment decisions on the basis of merit, qualifications, and abilities. The Gallery does not discriminate, and does not permit discrimination against its employees, interns, volunteers, or applicants. We recognize our strengths lie in the broad range of individuals who contribute their time and talents to our mission, and we pledge to create a safe, accessible, and inclusive place to work.
The Gallery’s consistent growth, developed in tandem with its artists’ ambitions, occurs through the unique participation and contribution of each employee. We look for colleagues who are the most driven, the most talented, and the most creative. Every member of the Gallery’s team should aim for excellence and ingenuity, surpassing challenges and discovering new possibilities together. We value long-term commitment and loyalty, and in turn provide avenues for career advancement across all departments.
- Manage and schedule the Owner’s executive calendar, which involves balancing competing requests and multiple scheduling priorities
- Prepare daily agendas, sending appointment reminders and tracking important deadlines
- Manage all travel bookings and hospitality reservations for the Owner; create detailed itineraries for travel; plan for and anticipate travel and scheduling required for upcoming events
- Work closely with the Owner’s Personal Assistant to avoid scheduling conflicts
- Work closely with the Partner’s Sales Assistant to coordinate travel and meetings
- Oversee general office administration for the Owner, including: sorting mail, answering phones, shipping packages, preparing beverages and snacks, basic tidying and cleaning, managing technology, and troubleshooting
- Compile receipts and necessary documentation for the Owner’s business and travel expenses; track costs on a monthly basis for the Owner’s business expenditures
- Run errands for the Owner, including coordinating lunches, making purchases (e.g. gifts, office groceries and beverages), delivering packages to the Owner’s home
- Maintain an awareness of the workflow of every department, the daily schedules of the staff, and current projects, staying informed on behalf of the Owner
- Prioritize, troubleshoot, and anticipate issues, resolving them with the management team
- Recommend solutions to operational and administrative needs
- Compile, organize, condense, and communicate staff inquiries and proposals for Owner review, and exercise independent judgment related to such information
- Serve as the first point of contact on behalf of the Owner for external high-level contacts such as clients, collectors, and curators, including providing hospitality and scheduling appointments
- Draft and proofread business correspondence on behalf of the Owner for distribution internally and externally
- Support the Owner by attending all Gallery openings and occasional special events
- Initiate sales correspondence and other written materials on behalf of the Owner and execute with a high level of attention to detail and tone
- Maintain an in-depth knowledge of the Gallery’s clients, collectors, curators, and Gallery artists as well as contemporary art news, openings, and events
- Create sales PDFs and send sales offers to clients on behalf of the Owner
- Track sales as well as generate and send invoices on behalf of the Owner
- Discreetly manage confidential information
Our ideal candidate is highly detail-oriented and creative with exceptional organizational skills; an excellent verbal and written communicator; and possesses the ability to work successfully in a fast-paced, deadline-driven environment. We seek candidates who are extremely self-motivated, responsible, and efficient, and who hold a sincere appreciation for and experience with navigating diverse cultural spaces. In addition:
- Knowledge of contemporary art and art institutions preferred
- At least two (2) years of professional experience in a contemporary art gallery and/or auction house strongly preferred; experience as a sales assistant welcomed
- At least four (4) years of professional experience strongly preferred, ideally with some experience providing executive-level support to C-suite level executives, gallery owners, museum directors, or institution heads
- BA in Art History, Business, Finance, or related field preferred, but consideration is given to candidates with related experience
- Highly detail-oriented and precise, with superior writing and editing abilities and a strong ability to proofread
- High level of emotional intelligence, including sensitivity, discretion, and sound judgment, with a composed, proactive, and assertive demeanor
- Skills in a Mac-based environment required, including: Google Suite (Gmail, Calendar, Sheets) and Microsoft Office Suite (Word, Excel, PowerPoint)
- Skills in the Adobe Creative Suite (Acrobat, InDesign) welcomed
- Basic knowledge of databases such as Artlogic preferred
- Basic knowledge of sales platforms such as Arternal preferred
- Fluency in multiple languages welcomed
- Access to reliable transportation for in-town errands
- BIPOC and LGBTQIA+ candidates are strongly encouraged to apply
COMPENSATION & BENEFITS:
- This is a full-time, hourly position, overtime eligible.
- The pay scale for this position is $31 – $41/hr.
Benefits for full-time employees, following a waiting period, include:
- Premium PPO or HMO medical insurance (fully subsidized, at no cost to employee)
- Vision insurance (fully subsidized, at no cost to employee)
- Dental, long-term disability, and voluntary life insurance
- Access to an Employee Assistance Program (EAP)
- Paid personal and vacation days (starting at 13 days annually, increased over time)
- Paid sick time (6 days annually)
- Paid holidays and floating holidays (10 days annually)
- Paid gallery closures (typically 8-10 days annually)
- Paid family leave
- Participation in a 401k retirement plan (with employer contribution)
- Staff discounts on gallery publications and merchandise
- This position is based in Los Angeles, CA.
- The gallery greatly values the health & safety of its employees, and is following all COVID-19 city, county, and state business guidelines for the pandemic.
- Approximately 60 – 80% of the work required of this position can be completed remotely, with weekly in-person visits required.
How to apply
Please submit the following via email with the subject line “Executive Assistant to the Owner” to firstname.lastname@example.org:
- a cover letter detailing your previous experience
- a selection of 3 – 5 short writing samples (100 – 250 words each)
- a complete CV
In your application, please note all relevant skills requested in the qualifications above.
BIPOC and LGTBQIA+ candidates are strongly encouraged to apply. Applicants with most, if not all, of the requested qualifications are invited to apply. Submissions including the above items will be prioritized. No phone or walk-in inquiries, please.