Administrative and Personal Assistant

Job Title: Administrative and Personal Assistant

Location: Red Hook, Brooklyn

Reports To: Artist & Studio Director

Position Type: Full-Time, hybrid, open to Part-Time, minimum 3 days a week

About Us:

The studio of a prominent contemporary artist with global representation is in search of a dynamic and innovative contemporary art studio dedicated to fostering creativity and collaboration. We are seeking a motivated and detail-oriented hybrid Administrative and Personal Assistant. Join our team and support the day-to-day operations of this dynamic studio.

Job Summary:

As an Administrative and Personal Assistant, you will provide essential administrative and organizational support to ensure the smooth functioning of the studio. You will assist with scheduling, maintaining the studio calendar, correspondence, event and project coordination, and general office management, all while working closely with the artist and the studio team, reporting to the Artist and the Studio Director. This is a highly collaborative role requiring flexibility to vacillate between more traditional administrative assistant duties to very detailed and confidential personal assisting needs for the artist as needed. Strong interpersonal and multitasking skills and a passion for the arts are essential. WFH element fluctuates based on the needs of the artist and studio schedule.

Key Responsibilities:

• Office & Studio Support:
• Maintain the studio's office space, ensuring it is organized, welcoming, and efficient.
• Order and stock supplies, equipment, and materials as needed.
• Manage incoming mail and packages, ensuring timely distribution to the team.
• Scheduling & Communication:
• Assist with scheduling meetings, studio tours, events, and artist and director appointments.
• Coordinate studio calendars, ensuring no scheduling conflicts.
• Answer phone calls, emails, and other communications, directing inquiries to appropriate staff.
• Maintain clear communication with artists, staff, clients, and visitors.
• Exhibition and Event Coordination:
• Support the planning and execution of exhibitions, art shows, openings, and other events.
• Handle logistics such as RSVPs, catering, materials, and event setup where required.
• Coordinate with external vendors, contractors, and event staff.
• Artist Support:
• Assist artist with studio and personal administrative tasks such as research for artistic exploration, travel arrangements, itinerary management.
• Vetting practitioners and innovative options for self-care and wellness routine, scheduling appointments, errands, and shipments.
• Help organize and manage studio supplies, ensuring everything is readily available for creative projects.
• Database & Record Keeping:
• Maintain and update the studio's artwork inventory database, including artist portfolios, event schedules, and some financial records.
• Assist with data entry, filing, and ensuring that records are up-to-date and accessible.
• Miscellaneous Tasks:
• Handle various ad-hoc tasks and projects as assigned by the artist or Studio Director.
• Maintain confidentiality and discretion with sensitive information.
• Assist in social media content preparation and updates as required.

Qualifications:

• Proven experience in an administrative or office assistant role, preferably in a creative or arts-related environment.
• Strong organizational and time-management skills with an ability to prioritize multiple tasks.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with Google Workspace tools (Docs, Sheets, Calendar).
• Strong attention to detail and ability to work independently and as part of a team.
• Passion for contemporary art and familiarity with art studio environments is a plus.
• Ability to handle a fast-paced and dynamic work environment with flexibility and a positive attitude.

Preferred Qualifications:

• 2-5 years previous experience working in a gallery, museum, or art studio setting.
• Basic knowledge of social media platforms and content management.
• Familiarity with ArtLogic (or similar) art database management software. 
• Positive, flexible, can-do attitude. Willingness to step in and support wherever needed.
• Fluency in additional languages (optional but beneficial).

Work Environment:

• Collaborative and creative environment surrounded by world-class art.
• Opportunities to attend exhibitions, events, and gain exposure to the contemporary art world.

Benefits:

• Comprehensive medical, dental, and vision insurance plans with generous employer contribution
• 10 days PTO

How to Apply:

Please submit your resume, cover letter, and any relevant portfolio or references to [email protected], attn: Studio Director by April 1st. We look forward to hearing how your skills and passion align with the needs of our studio.

04/01/2025