Executive Assistant

Peter Freeman, Inc. is seeking an Executive Assistant to the owner and founder of the gallery. This role is central to ensuring the smooth running of both professional and select personal affairs, requiring exceptional attention to detail, proactive problem solving, and the ability to manage multiple priorities in a fast-paced environment.

This is an excellent opportunity to hold a dynamic position within a leading contemporary and historical art gallery, with room to develop skills in strategic thinking and high-level client relations.

Key Responsibilities

Administrative & Calendar Management

• Manage the Owner’s professional and personal calendar, including scheduling meetings, calls, and travel (domestic and international).
• Prioritize and maintain daily to-do lists and project timelines.
• Create detailed agendas and background materials for client and artist meetings.
• Organize and maintain both digital and physical filing systems for correspondence, offers, and project documents.

Gallery & Project Coordination

• Track open offers and maintain accurate records on artists, clients, and institutional contacts.
• Prepare materials for and attend sales meetings, documenting action items and follow-ups.
• Liaise with gallery staff to coordinate logistics for client meetings, opening events, art fairs, and special projects.
• Assist in planning and coordinating events while traveling.

Communications & Client Support

• Draft, proofread, and format correspondence, proposals, and presentation materials.
• Maintain and update the gallery’s contact database (ArtBase).

Personal Assistance

• Arrange and manage medical appointments and billing.
• Handle repairs for personal items and accessories.
• Organize personal invoices, charitable donations, and annual holiday gifts.

Qualifications

• Bachelor’s degree or equivalent experience.
• Minimum 3 years of administrative or executive assistant experience, preferably in an art gallery, auction house, museum, or related creative industry.
• Proficiency in Microsoft Office Suite and Adobe Acrobat; familiarity with ArtBase, ArtBinder, Photoshop, and InDesign a plus.
• Strong written and verbal communication skills.
• Exceptional organizational skills, attention to detail, and ability to manage multiple priorities with thorough follow-up.
• Professional demeanor, discretion, and a calm, solutions-oriented approach.
• Flexibility to work occasional evenings and weekends for openings, events, and travel.

Attributes for Success

• Loyalty, discretion, and sound judgment.
• Empathy and mutual hospitality within a small, collaborative team.
• Creative problem-solving ability and a sense of humor.
• Capacity to anticipate needs and act proactively.

This position is full-time in person, Tuesday through Saturday, 10am-6pm, with occasional additional hours for openings and special events, some travel may also be required.

Peter Freeman, Inc., founded in 1990, represents leading international artists and the estates of several generations, spanning the 19th, 20th, and 21st centuries, and specializes in important historical works with particular emphasis on early Pop, Minimal, and Conceptual Art.

The gallery presents at least five exhibitions each year of work we believe is especially relevant to the art of our time. Solo exhibitions highlight the rich way in which artists respond to the materials, forces, and questions of the day. Focused group exhibitions explore significant movements, themes, and ideas that continue to influence and define our culture. The historic works handled by the gallery over the past thirty-five years are broad-ranging and can often be defined by their rarity and significance. In 2006, Peter Freeman partnered with Galerie Nelson to establish what would eventually become Peter Freeman, Inc., Paris in 2013.

The gallery, both in New York and in Paris, has always presented historically significant works in conversation with newer work by living artists. For this reason, much of our business has been with museums.

Please send resume and letter of interest, including two professional references, to [email protected], with the subject line Executive Assistant.