Gallery Assistant

Hales Gallery is a contemporary art gallery with locations in New York and London.

We are looking for a highly motivated, detail-oriented and diversely skilled Gallery Assistant for our New York gallery. This person will be responsible for front desk related duties, general administrative tasks, generating sales material, assisting with marketing and events, and general day-to-day gallery support. The role will work closely with our small New York onsite team as well as in close collaboration with our London office. The candidate must be available Tuesday - Saturday from 10 AM - 6 PM with the ability to stay late for openings and events.

The ideal candidate is an excellent written and oral communicator that thrives in a fast-paced environment; they are extremely organized, and able to work through multiple tasks efficiently and problem solve on their feet; they are passionate about visual art, and eager to work in the commercial gallery sector.

Hales Gallery is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religions, marital status, disability, age, gender, sexual orientation, gender identity or expression, national origin, or any other status protected under federal, state or local law.

Benefits: Health + dental insurance, paid vacation and holidays, retirement benefits

Key responsibilities include, but are not limited to:

Onsite operations and administration:

•              Support Hales New York team in day to day running of gallery.

•              Assist with front of house responsibilities, including opening and closing the gallery, answering telephones, greeting guests with friendly and professional demeanor, directing inquiries and deliveries.

•              Maintain front desk area, including reference materials related to exhibitions, book inventory and sales, and logging guestbook entries. 

•              Support general gallery upkeep, order groceries and supplies for staff, process and unload dishwasher.

•              Additional administration duties, including receipt filing, server upkeep, and more.

•              Update New York-managed artist CVs with up-to-date shows, public collections and further relevant achievements.

•              Update and maintain gallery itineraries and calendars

•              Book artist air travel, car and hotel accommodations and manage these bookings through the travel dates (credit card authorizations, etc)

•              Book restaurant reservations for Directors and guests

•              Liaise with vendors and colleagues to coordinate exhibition openings and special events at the gallery

•              Liaise with IT support company, internet/phone service providers, security company, building superintendent, and other venders.

•              Schedule and monitor cleaning teams, including twice weekly gallery cleanings, window washing, and trash collection.

•              Take minutes and update agenda during weekly staff meetings

• Assist art handlers when needed.
• FedEx and mailing duties.
• Monitor info@ email account and distribute inquiries to relevant location.
• Fill in to execute certain Gallery Associate duties when associate is out of office
• Promote and maintain productive relations as an ambassador for the gallery.

Marketing and Sales:

•              Create and update entries in ArtLogic database 

o  Add new contacts/update existing contacts as needed, and log contact narratives for Director’s sales outreach 

o  In support of Associate, create and maintain accurate artwork records (including full details, production specifications and costs, condition information, availability changes, consignment and loan dates, exhibition and publication history, etc)  

•              Freelance photography and videography bookings, and post-production image processing (Adobe Photoshop).

•              Create and maintain exhibition and art fair sales materials in PDF form (Adobe InDesign) and digital form (ArtLogic Previews). 

•              Create and maintain Artist Overview PDFs (Adobe InDesign)

•              Create PDF sales materials for Directors for special presentations

•              Update images, events and documents on Hales website (ArtLogic), related to New York artists and shows

•              Create press packs for all exhibitions, and distribute to gallery press list (Mailmerge)

•              Assist with press-related tasks: coordinate image requests and listings, maintain subscriptions, and format incoming press materials for newsletters, web, and artist archive.

• Draft marketing mailouts (ArtLogic) using established gallery templates for New York office
• Draft and implement social media posts using existing templates and artist/exhibition copy for New York office
• Manage restaurant reservations and event planning for post-reception large-party dinners, including sourcing venue options, outlining budgets, finalizing menus, sending invites on behalf of directors, managing guest lists, and liaising with restaurant staff

•              Assist Directors with special research projects and presentations.

Requirements:

Candidates must possess exceptional written and oral communication skills and a demonstrated interest in visual culture, contemporary art and art history. An acute attention to detail is key, as is multi-tasking, prioritization, and efficiency with assigned tasks. Superior professionalism when communicating via email, phone, and in-person is required. Extensive proficiency with Apple products, Microsoft programs and Adobe programs (InDesign and Photoshop) is essential. Experience with ‘Art Logic’ database systems or similar is preferable though not essential.

Apply to [email protected] with cover letter and resume

07/14/2025