Personal Assistant to the CEO

Position Summary:

The Personal Assistant / Associate, CEO Office will provide day-to-day personal, administrative, and operational support to the CEO and Associate Director, CEO Office. The role acts as a key liaison between the CEO's Office and the wider gallery, helping to ensure the efficient flow of information, coordination of priorities, and execution of projects across departments; while enabling the CEO to focus on strategic, commercial, and relationship-driven initiatives.

Key Responsibilities:

Personal Administration & Relationship Management:

• Personal calendar overview in conjunction with the Associate Director, CEO Office
• Schedule personal appointments (medical, contractors, etc.)
• Pay invoices (property management bills, medical bills, car, insurance, etc.)
• Maintain personal contact databases and records
• Manage confidential communication with a high level of discretion
• Maintain client, artist, and key stakeholder records and contact information
• Coordinate birthday acknowledgements, holiday gifts, and other relationship-management initiatives for artists, clients, and key contacts

CEO Office Coordination & Internal Communications

• Act as a primary point of contact between the CEO's Office and gallery staff across departments.
• Coordinate communication and follow-up between the CEO and internal stakeholders, including Sales, Artist Management, Operations, Communications, Finance, and Events
• Track and manage requests requiring CEO review, approval, or feedback
• Ensure timely communication of decisions, updates, and action items to relevant teams
• Support artist relationship management by coordinating communications, meetings, studio visits, and special projects
• Assist with the planning and execution of White Street programming, dinners, events, and related CEO Office initiatives
• Support special projects and strategic initiatives on behalf of the CEO's Office as required

Travel, Hospitality & Events

• Coordinate arrangements for all travel, accommodation, and entertainment in coordination with the Associate Director, CEO Office and the CEO's partner
• Arrange artist travel as required
• Work with Events Manager for business dinner and events (client, artist, art fairs, exhibitions)
• Manage restaurant reservations and hospitality arrangements
• Schedule and coordinate personal events with vendors or dining establishments as needed
• Assist with coordination of CEO-hosted dinners, artist engagements, collector events, and White Street programming initiatives as needed

Property & Household Management:

• Manage all general property maintenance requests (including housekeeping, contractors, alarm systems, pool cleanings, winterizing of house, refilling propane tank, and other utilities)
• Coordinate cleaners and contractor schedules
• Manage shipping, delivery, and receipt of personal items
• Manage insurance for owned properties including apartment, car, home, and valuable personal property
• Manage personal liability insurance matters
• Research and procure home items when needed (e.g, furniture, appliances, etc.)
• Run miscellaneous errands when needed (e.g., dry cleaning, store pick-ups, etc.)
• Maintain stock of miscellaneous groceries and other supplies for entertaining

Medical Insurance Management:

• Schedule and coordinate doctor appointments (including routine appointments)
• Manage prescription refills and home deliveries
• Ensure prescriptions are filled in advance of travel
• File, track, and follow up on all medical insurance claims
• Maintain contact list of all doctors and medical providers
• Manage medical insurance administration and related billing

Requirements:

• 2–5 years of experience supporting senior executives, principals, or directors within the arts, gallery, luxury, cultural, or professional services sectors
• Demonstrated ability to anticipate needs, exercise initiative, and manage competing priorities proactively
• Exceptional discretion, sound judgment, and professionalism when handling confidential information
• Highly organized and detail-oriented, with strong administrative, project-management, and time-management skills
• Excellent verbal and written communication skills , with the ability to build effective relationships across departments and levels of seniority
• Strong interpersonal skills and a service-oriented approach, with the confidence to interact professionally with artists, collectors, senior executives, and external stakeholders
• Proficiency in Microsoft Office Suite, Apple products, and related business applications
• Strong problem-solving skills and the ability to troubleshoot basic technology issues
• Ability to lift up to 50 lbs.
• Valid driver's license and ability to drive preferred

To apply, please submit a resume and brief cover letter outlining your interest in the role to [email protected] with the subject line: "Personal Assistant to the CEO."

Applications will be reviewed on a rolling basis. For priority consideration, please submit your application by June 24, 2026, although the position will remain open until filled. We thank all applicants for their interest; however, only those selected for an interview will be contacted.