Executive Assistant

Overview

SAAL seeks a thorough, meticulously organized and detail-oriented executive assistant to support the founder in daily operational & administrative tasks, archival, programming & collaboration efforts, vendor & press communication(s). Candidates will be self-motivated and eager to gain broad experience in a non-programmatic setting. Position requires discretion and reliability, as well as sound judgment to make decisions independently when necessary, while also possessing the skills and demeanor to work with vendors, clients, artists, and collaborators.

Responsibilities

• Serve as primary liaison between founder and clients, collaborators, vendors & press
• Lead, monitor & maintain all vendor communications
• Organize and manage the founder’s calendar; scheduling deliveries, meetings and appointments
• Oversee & schedule vendor & press site visits to SAAL
• Coordinate schedule changes and communicate clearly to necessary parties
• Take dictation and minutes during meetings; subsequently distributing to all participants
• Maintain daily to-do list including list of contacts for follow-up 
• Handle sensitive requests and inquiries in a timely manner
• Negotiate fees, manage budget, contracts, deadlines, & invoices
• Prepare expense reports and maintain an efficient filing system for studio documents
• Procure & replenish home studio & packing supplies on a regular basis
• Regularly and accurately update & maintain vendor contacts, logins/pws
• Maintain logistics, shipping & all operational partnerships
• On-site maintenance (repairs, movers, builders, landscaper, pool tech, plumbers, electricians, cleaners)
• Oversee & schedule customer, designer, & press site visits to SAAL
• Assist with SAAL programming & establish 3rd party affiliate partnerships
• Generate, manage, & file all SAAL contracts and vendor agreements 
• Manage founder’s personal contacts in contact database
• Send invites and track RSVPs for upcoming events
• Standard attribution copywriting & photo asset management
• Obtain image, audio, and written permissions for publication

Skills

• Demonstrated professional experience as a Personal Assistant
• Previous experience working closely with founder
• Previous experience in a gallery or studio setting preferred
• Proficiency in Google Suite, Notion, Shopify, and ArtLogic required
• Proficiency in Adobe Premiere, InDesign, Illustrator, Photoshop preferred
• Exceptional organizational and time management abilities
• Capable of multitasking and effectively prioritizing daily tasks
• Excellent verbal and written communication skills
• Discretion and the ability to maintain confidentiality
• Vast knowledge base in Art History, Fine Art, Design, Philosophy, Poetry, & Literature 
• Familiarity with office management systems and protocols

The position reports to the founder but works in conjunction with internal &  external partners including Sales Manager, Contributing Editors, Photographers, Filmmakers, Designers, Dealers, Curators, Press, Conservators, Event, Web Developers & Logistics Partners.

Qualifications

• 4+ years previous experience as an Executive or Personal Assistant
• Existing vendor relationships in the arts
• Creative, innovative and willing to contribute ideas and professional opinion
• Solutions and deadline driven with excellent organizational skills
• Exceptional verbal and written communications skills
• Experience with high profile clientele 
• In-house gallery experience preferred
• Ability to work discreetly, independently and on several projects at once
• Ability to lift moderately heavy boxes, move items to and from shelves, climb ladder, wheel carts with collections items through the property, and tolerance for moderate levels of dust and odor generated during normal collections management activities and movement of objects
• Ability to drive a vehicle (license required) for founder appointments, buying appointments, & occasional collection pick-ups & drop-offs
• Role requires comfort in working closely with disabled founder
• Entry-level conservation & restoration experience encouraged and/or willingness to learn (ability to touch-up chipped paint, sand wood, remove stains, dust, pack items for shipping, reframe, etc.)
• Exceptional understanding, interest, and knowledge of furniture and design terms
• Excellent understanding of art & design history, the decorative arts, textiles, and construction techniques
• Familiarity with the New York School and/or self-taught artists 
• Editorial, curatorial and/or art handling background preferred
• No minimum educational qualification; self-directed learning impetus & implicit demonstrable interest in the arts & literature paramount to institutional qualifications 

Compensation

$40 per hour

To apply: 

Interested applicants should email a cover letter and resume to: [email protected]

Qualified candidates of diverse backgrounds are encouraged to apply for the position using the e-mail address indicated above.

Vaccination Requirement

To ensure the overall health and safety of the SHOOSTER Arts & Literature team, all staff of SAAL are required to be fully vaccinated and have received booster vaccines against the virus that causes COVID-19, absent qualifying exemptions for medical, religious, or other reasons in accordance with applicable laws. 

EEO Statement

SAAL is an Equal Opportunity Employer and is firmly committed to equal employment opportunities in all facets of its operations. SAAL makes decisions concerning hiring and terms and conditions of employment in compliance with all federal, state, and local equal employment opportunity laws. SAAL provides equal employment opportunities to all employees and applicants for employment without regard to race, color, creed, religion, sex, gender identity or expression, sexual orientation, pregnancy, national origin, age, disability, marital status, military or veteran status, domestic violence victim status or any other basis prohibited by applicable federal, state, and/or local laws. 

The statements herein are intended to describe the general nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.

• Premier Access to private on-site and off-site events, such as exhibition previews, talks, and walkthroughs with gallery artists, curators, authors, and clients. Access to rare books Library.
• Benefits Flexible workplace in serene environment with access to nature, paid lunch, and commuter benefits.
• Lead Facility Operations: Oversee the maintenance and operational integrity of the SAAL Gallery; ensuring both routine and urgent repairs are managed efficiently and effectively
• Project Management: Coordinate and supervise select construction projects for on-site exhibitions and general renovations, making sure that all work is executed seamlessly and to the highest standard
• Vendor Management: Recruit, negotiate, and maintain relationships with external vendors (e.g., HVAC, landscaping, janitorial services), certifying optimal service delivery and compliance with contractual obligations, including Certificates of Insurance (COIs)
• Event Logistics: Strategically plan and execute logistics for gallery openings and special events, working collaboratively with various teams to perform flawless execution and exceptional visitor experiences
• Workstation Setup: Oversee the setup and maintenance of new employee workstations, including technology installations (computers, email, phones, printers), guaranteeing all staff have the tools they need 
• Regulatory Compliance: Maintain compliance with all NY state licenses, renewals, building codes, regulations, and safety standards through diligent oversight of inspections and maintenance schedules
• Housekeeping and Supply Management: Manage housekeeping services and oversee the ordering and stocking of office & cleaning supplies, creating an optimal work environment 
• Preventive Maintenance: Develop and implement comprehensive preventive maintenance schedules for all facility systems and equipment, anticipating needs and addressing potential issues before they arise
• Budget Management: Monitor facility budgets and expenditures, providing innovative, cost-effective solutions for repairs and upgrades to enhance operational efficiency
• Record Keeping: Create and maintain detailed records of facility operations, maintenance activities, and vendor contracts for transparency and accountability

To apply: 

Interested applicants should email a cover letter and resume to: [email protected]

Qualified candidates of diverse backgrounds are encouraged to apply for the position using the e-mail address indicated above.