Stephen Friedman Gallery
- Contact email: [email protected]
Job Summary
Stephen Friedman Gallery is seeking a highly organised, discreet, and proactive Executive Assistant to provide comprehensive administrative and strategic support to the Owner and Managing Director (MD). This is a pivotal role that acts as a key liaison between the MD and the wider organisation.
Job Description
1. Executive Support & Communication
- Serve as a trusted gatekeeper and first point of contact for all internal and external matters relating to owner and Manging Director.
- Manage calendar, meetings, itineraries, and coordinate internal departmental scheduling.
- Prioritise and manage incoming communications; draft, review and respond to correspondence as appropriate.
- Draft and edit internal and external documents requiring approval (e.g. press releases, newsletters, preview emails).
2. Operational Oversight & Coordination
- Maintain a high-level view of all gallery activity-internal and external-across departments.
- Coordinate work and communications with the senior leadership team and wider gallery in collaboration with the Gallery Manager and Chief of Staff
- Ensure the immaculate presentation of office, Viewing Room, Meeting Room, and gallery spaces.
3. Client and Sales Support
- Manage related client relationships and sales activity: maintain client lists, monitor sales pipeline, liaise on post-sales processes and AML compliance.
- Prepare tailored artwork lists, private view links, PDFs, and sales presentations.
4. Event & Travel Management
- Organise and coordinate all travel (national and international) including itineraries, flights, accommodation, and event logistics.
- Manage guest lists and logistics for private views, artist/client dinners, and major gallery events.
- Arrange restaurant bookings, car services, and client hospitality as needed.
5. Research & Project Support
- Conduct research into auctions, artists, and acquisition opportunities; set up bids and oversee ticketing and catalogue distribution.
- Assist in drafting and coordinating bi-annual artist letters and scheduling one-to-one calls in collaboration with the Artist Liaison Department.
- Organise artist studio visits and related arrangements.
Job Requirements
- Proven experience (at least 5 years) in an Executive support role, ideally within a gallery, arts institution, or high-level creative environment.
- Ability to work in a fast pace and demanding environment, adapting to changing business priorities
- Excellent organisational skills, with exceptional attention to detail.
- Discreet, trustworthy, and able to handle confidential information with professionalism.
- Strong communication and writing skills, including drafting and editing high-level correspondence.
- Comfortable managing multiple priorities and working in a fast-paced, dynamic setting.
- High competence in the use of Microsoft Office Suite of applications
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