We are looking for a full-time PA / Office Manager to coordinate all operational aspects of the gallery in Mayfair. The PA / Office Manager will report to and work alongside the owner and the gallery director and assist with all aspects of gallery administration. A foreign language is essential (Chinese, German, or other European language).
As part of a small team, there is a need for flexibility and adaptability regarding responsibilities and working hours. The core working hours are Monday to Friday 10am to 6pm. This can vary when there is an exhibition taking place in the gallery (usually once a year) or during art fairs (4 – 5 a year).
The role is very admin heavy, therefore the applicant is expected to have exceptional time management skills, quick prioritisation and is asked to take on ad-hoc tasks.
Typical PA and Office Manager duties include:
Coordinating the daily administration of the gallery & ensuring its smooth running
Answering telephone & email enquiries, going through post
Liaising with IT
Organising general gallery maintenance
Ordering office supplies
Preparing bank statements, credit card analysis and cash receipts for the quarterly VAT return in working closely with the accountant
Worldwide travel arrangements
All PA duties (both professional and private)
Assisting in managing shipping & insurance, import/export documents
Assisting with the planning of art fairs and exhibitions
Assisting in handling museum loans
Liaising with shippers, photographers, conservators & framers
Greeting clients in the gallery, offering them tea, coffee, refreshments
Beneficial but not essential: Updating the gallery’s website and social media accounts