We are looking for a highly organized and proactive Gallery Executive Assistant to support gallery operations and provide personal assistance to the Gallery Owner. The ideal candidate is professional, personable, and thrives in a dynamic, creative environment.
The standard gallery hours are from 10 am to 6 pm, Tuesday through Saturday. This is a full-time position, and additional hours will be required for special events, openings, and participation in art fairs.
Key Responsibilities:
Administrative & Personal Assistance
● Maintain organization of the gallery’s central email account and cloud server.
● Prioritize and manage incoming correspondence, ensuring urgent matters are addressed
promptly.
● Distribute emails, files, and documents to the appropriate team members in a timely
manner.
● Provide administrative support by managing the Gallery Owner's calendar, scheduling
meetings, and preparing agendas.
● Coordinate travel arrangements, including booking flights, accommodations, and
transportation for the Gallery Owner.
● Organize staff meetings, write and distribute meeting notes, and assist in coordinating
schedules.
● Assist the Gallery Manager in liaising between the owner, artists, and clients through
email correspondence.
● Occasionally serve as a liaison for exhibition-related contractors with the assistance of the
Gallery Manager.
● Compile receipts and assist in managing expense reports.
● Conduct research projects as needed.
● Occasionally assist with personal errands and appointments for the Gallery Owner.
Gallery Maintenance & Front Desk
● Serve as the primary point of contact for visitors, providing a warm and professional welcome.
● Handle inquiries with discretion, offering information on artists and exhibitions.
● Stay informed about exhibiting artists’ practices and artworks to engage knowledgeably
with gallery visitors.
● Maintain the gallery’s pristine presentation, ensuring a polished and inviting space at all
times.
● Oversee the upkeep of the owner's office, including mail sorting and stocking office and
exhibition supplies.
● Track and order inventory to ensure office, hospitality, and exhibition supplies are
well-stocked.
● Assist with visitor engagement, tracking client interest, and facilitating sales inquiries.
Marketing & Communications
● Manage social media accounts, drafting and scheduling Instagram posts and stories.
● Engage with online audiences by responding to messages and comments in a professional
and timely manner.
● Assist with the maintenance of the gallery’s online presence, including Artsy, Google
Drive, Microsoft OneDrive, and Mailchimp.
● Prepare communications such as emails, invoices, previews, and press kits as directed.
● Routinely update artist CVs and maintain records of press coverage.
Database & Inventory Management
● Occasionally assist the Gallery Manager with entering new inventory into the database.
● Maintain up-to-date knowledge of the gallery's artwork inventory, availability, holds, and
sales.
● Track and follow up on invoices to ensure timely payment processing.
● Assist with artwork shipping and logistics, coordinating with shippers and ensuring
documentation accuracy.
Knowledge, Skills, and Abilities
● Strong written and verbal communication skills.
● Highly organized, detail-oriented, and capable of managing multiple tasks.
Administrative and IT proficiency, including data management and scheduling.
● Self-motivated and independent, with a hands-on work ethic.
● Problem-solving mindset and ability to anticipate needs.
Ability to handle sensitive information with discretion and urgency.
● A general interest in and enthusiasm for contemporary fine art and the gallery’s program.
About Us
Hannah Traore Gallery is a space committed to advocating for and celebrating artists who have been historically marginalized from the mainstream narrative. HTG is building a path forward to share their extraordinary visions with the world. The gallery exhibits artists from all around the world, selected based on their exceptional talent and distinctive voice.
Understanding that art is in constant dialogue with design, fashion, media, and the ever-changing world around us, HTG is dedicated to broadening the notion of what is deemed appropriate for the gallery setting. In doing so, HTG aims to engage both novice and experienced audiences in new ways.
The gallery and its exhibiting artists have been featured in the New York Times, Vanity Fair, The Guardian, ELLE, Harper’s Bazaar, W Magazine, V Magazine, Frieze, Forbes, Cultured, Wallpaper, The Art Newspaper, Artsy, ARTnews, Document Journal, DAZED, Galerie Magazine, and more.
