Assistant Registrar and Preparator
Position Listing Statement
NIAD is an organization that aims to be artistically relevant and culturally inclusive. As an organization we deliver these aims through our operations activities as well as through the three programs we offer: NIAD’s Virtual and 23 Street Studios, Community Programs, and Art Marketing and Partnerships.
NIAD’s Exhibitions and Partnerships Team represents NIAD Studio Artists in all aspects of art exhibitions and sales. The Exhibitions and Partnerships team manages on-site and off-site gallery exhibitions; oversees inventory processes; coordinates licensing and purchasing of art in NIAD’s online, on-site, and off-site venues; develops marketing and communications to continually broaden NIAD’s audience; and stewards partnerships around visibility of NIAD Studio Artists’ work. Our very active team aims to deliver an exceptional experience for new and existing collectors and audiences, our artist community and their care providers, our highly collaborative staff group as a whole, and our many partners. The Assistant Registrar and Preparator works closely with the Exhibitions and Partnerships Director, Gallery Interns, the Communications Manager, and collaborates closely with colleagues in NIAD’s Studio, Community Programs, and Development departments. They also frequently work with volunteers.
In every position, we aim to support NIAD’s continued growth and expansion. As the organization realizes the vision of our artists and wider community, our Art Marketing team maintains a vital stream of income for NIAD’s highly diverse group of artists and audiences, and expands visibility for these stakeholders in the highly competitive artworlds where their art helps define the contemporary. As such, we want to ensure representation of the communities that we serve, both in terms of diversity within our teams, and in generating engagement and involvement from people who have been historically under-represented, including new staff.
NIAD supports inclusivity and visibility in all areas of our working practices and spaces and wants to make sure that opportunities are accessible in all ways and that all voices are truly heard and contribute to our future. We actively encourage individuals from marginalized groups to apply, in particular those from traditionally under-represented groups, e.g., people with disabilities, BIPOC and LGBTQIA+ candidates.
If you require any accommodations in order to most effectively participate in the application process, please contact Ingrid Alonso-Rodriguez, [email protected], or 510 620 0290. To apply for this position, please direct your cover letter AND resume to [email protected]
Job title
Assistant Registrar & Preparator
Reports to
Art Marketing Director
Job purpose
The Assistant Registrar & Preparator supports exhibitions, inventory management, artwork preparation, and sales operations across NIAD’s gallery and offsite exhibition programs. Working closely with the Exhibitions and Gallery team, this role helps ensure artwork is professionally documented, installed, transported, and cared for while supporting artists’ visibility and opportunities within the contemporary art world locally, nationally, and internationally.
This position works in a fast-paced environment and is highly collaborative; it is ideal for someone who enjoys balancing hands-on installation work with detailed administrative and organizational tasks. Occasional evening and weekend work is required; schedule may be flexed accordingly.
Duties and responsibilities
Exhibitions & Gallery Operations
Support the Exhibitions Team in planning and producing exhibitions at NIAD and offsite venues. Responsibilities include:
- Prepare gallery spaces for exhibitions, including patching and painting walls, preparing pedestals, and supporting gallery maintenance.
- Collaborate with department leadership, NIAD artists, and guest curators on exhibition layouts and installation planning.
- Install and deinstall exhibitions at NIAD and partner venues, often working with outside collaborators.
- Create and maintain exhibition checklists, collections records, consignment agreements, and related documentation.
- Coordinate artwork drop-off and pick-up for exhibitions, collectors, and partner organizations.
- Safely pack artworks for transport, obtain shipping quotes, and coordinate shipping logistics.
- Support gallery receptions and public programs including setup, event support, and breakdown.
- Assist with tabling events, art fairs, and offsite NIAD events.
- Coordinate volunteers and volunteer committees when additional exhibition support is needed.
Inventory, Registration, & Art Sales
Support inventory systems, artwork preparation, and sales fulfillment. Responsibilities include:
- Process, organize, document, wrap, and store artwork received from the studio.
- Guide interns assisting with inventory and artwork processing projects.
- Upload artwork and records to Shopify and maintain/update internal database records.
- Assist with artwork review and sorting processes.
- Travel to offsite storage facilities as needed to retrieve or store artwork.
- Welcome gallery visitors, collectors, and guests; assist with tours and artwork viewings.
- Process in-person sales and track online sales activity.
- Communicate professionally with collectors via email and phone regarding inquiries and purchases.
- Prepare and fulfill artwork shipments, coordinating packaging, local delivery, and shipping logistics.
- Coordinate shipping cost tracking with bookkeeping staff.
- Collaborate around reporting and reconciliation of sales data and inventory reporting with Admin team.
- Maintain department supplies including shipping and packing materials.
- Coordinate with Community Programs and Communications staff to maintain artist exhibition and visibility records.
Artist & Program Support
- Collaborate with Studio staff to review artists’ work and support individual artistic goals, visibility opportunities, and sales initiatives.
- Help identify and support opportunities that increase public visibility and new platforms for NIAD artists.
- Assist with department projects and errands as needed.
Other duties as assigned.
Qualifications
Required
- Experience with hand tools and power tools
- Experience art handling, packing and transporting art works
- Strong organizational skills and attention to detail.
- Ability to manage multiple priorities and adapt to shifting needs.
- Excellent time management and ability to meet deadlines independently and collaboratively.
- Strong interpersonal, written, and verbal communication skills.
- Professional telephone and email etiquette.
- Ability to collaborate effectively, receive feedback, and contribute positively to a team environment.
- Valid driver’s license and ability to drive a cargo or Sprinter-style van.
Preferred
- Experience with disabled communities and/or disability culture.
- Experience with digital photography.
- Experience working at an art gallery.
- Familiarity with Shopify, databases, Google Workspace, image editing software, or point-of-sale systems.
- Knowledge of contemporary art and current arts ecosystems.
- Spanish or additional language proficiency.
- Access to personal transportation for local errands.
Working conditions
- This is an hourly in-person position scheduled 5 days a week, Monday-Friday, 8:30AM-4PM.
- Hourly rate is $27-30/hour, dependent on skills and experience.
- A background check and TB test current within 2 years is required.
- Full COVID vaccination including booster shot(s) is recommended.
Physical & Scheduling Requirements
- Ability to lift and move artworks, installation materials, and shipping supplies up to 50 lbs.
- Comfortable standing, bending, climbing ladders, and performing physical installation work.
- Computer work for up to 7 hours a day.
- Ability to work occasional evenings and weekends for exhibitions, receptions, fairs, and special events.
Approved by:
Lucy Zimmerman, Interim Executive Director
Date approved:
6/9/2026
Reviewed:
6/9/2026
Pay: $27.00 - $30.00 per hour
Benefits:
- 403(b)
- Health insurance
- Paid time off
Work Location: In person
