Position Overview:
We are seeking a highly organized, dependable, adaptable, and coachable individual to join our gallery team in an on-site role combining gallery administration, art handling, logistics coordination, and sales team support. This position is ideal for someone who enjoys both creative environments and operational organization, and who is comfortable wearing many hats in a fast-paced art gallery setting. The ideal candidate is detail-oriented, physically capable of assisting with artwork installation and movement, proactive, professional, and eager to learn and grow within the gallery.
Primary skills needed are strong organizational and technical administrative, along with expertise in technology and implementation of database systems. Your proactive approach will support the gallery’s mission to showcase exceptional artworks while maintaining efficient workflows. HUGE PLUS if you have experience with graphic design or can utilize software / AI to produce aesthetically pleasing postcards, brochures, and other marketing materials for our artists, exhibitions, and events.
Experience in an office setting, as a stage hand (working quickly behind the scenes), IT / tech support, or in digital / graphic design is ideal.
Job Summary
The Art Gallery Administrator / Art Handler / Logistics Coordinator is a multifaceted support role primarily assisting the sales team through administrative duties and managing gallery operations. Additionally, while we call in outside art handlers / vendors for major gallery rehangs and transportation, we have a need for daily handling of artworks during spontaneous clients viewings, replacing sold artworks on the wall, managing stored artworks, dusting, wall touch ups, and handling logistics to ensure seamless pickups and deliveries. Bonus (but not necessary) if you have a vehicle and support with local deliveries and installations when needed.
JOB DUTIES
ADMINISTRATIVE / SALES SUPPORT:
- Oversee daily gallery operations, including scheduling vendors, exhibitions, managing inventory, and coordinating with staff, artists, and vendors
- Assist with client CRM database entry, targeted eblasts, and marketing projects
- Prepare updated price lists, exhibition materials, artwork information, renderings, and presentation documents
- Create and organize digital and printed exhibition materials, images, and artist bios exhibition-related materials, including exhibition catalogs, VIP invitations and thank you cards, wall / inventory labels, press releases, price lists, and other printed or digital documents
- Track inventory and supplies, reordering as needed
- Work on various projects to improve gallery workflows and marketing
- Maintain accurate inventory tracking and artwork documentation
- Provide coverage on the gallery sales floor when consultants are unavailable or on breaks
- Greet clients and visitors in a professional and welcoming manner when covering the sales floor
- Assist with general gallery operations and administrative tasks as needed
ART HANDLING / LOGISTICS:
- Handle artworks with care, ensuring proper packing, transportation, installation, and deinstallation in accordance with best practices for materials handling
- Manage logistics for art shipments domestically and internationally
- Mark sold art work and replace pieces upon pick up (ability to measure, hammer nails, and lift up to 50 pounds is required)
- Collaborate with transportation planning teams to optimize delivery schedules, reduce costs, and improve overall efficiency
- Assist with receiving, moving, transporting, unpacking, and installing artwork
- Help hang artwork and assist with gallery exhibition setup and breakdown
- Clean, dust, and maintain artwork and gallery presentation standards
- Coordinate logistics related to artwork storage, organization, shipping, and deliveries
- Support organization and cleanliness of gallery, storage, and back-of-house areas
- Carefully handle and pack artworks, to ensure their safety and integrity during shipping and/or transport
- Maintain and upkeep storage of artwork
- Perform routine maintenance and cleaning of artworks and display areas
- Assist with administrative tasks related to logistics and scheduling
- Collaborate with team members and adapt to a flexible schedule based on sales and availability
Qualifications & Skills:
- Strong organizational skills and attention to detail
- Strong communication skills for effective collaboration
- Coachable, trainable, and willing to take direction
- Professional, positive attitude with strong work ethic
- Excellent organizational skills combined with attention to detail; ability to manage multiple projects simultaneously under tight deadlines with a positive attitude
- Comfortable lifting and moving artwork safely
- Ability to multitask and adapt in a fast-paced environment
- Basic computer and administrative skills required
- Experience in art galleries, interior design, luxury retail, or creative industries is a plus
Bonus Qualifications (Highly Preferred):
- Graphic design, tech/ IT support experience
- Proficiency in Adobe Photoshop, FileMaker, or ability to learn and potentially research and implement new software programs
- Experience with social media, marketing materials, or visual presentation
- Knowledge of art handling best practices and installation techniques
Benefits:
- Part-time
- Creative environment
- Flexible schedule
Requirements:
- Previous 1 year experience in an administrative role is preferred
- Strong attention to detail and a passion for art and culture
- Ability to lift heavy objects and work in various physical conditions
- Excellent communication skills and a collaborative spirit
- Flexible availability during peak hours Friday - Sunday 11am - 7pm with an occasional optional weekdays and or evenings during events (11am - 9:00pm)
- Professional demeanor and a commitment to outstanding service
Pay: $25.65 - $30.90 per hour
Benefits:
- Employee discount
- Flexible schedule
Work Location: In person
