Executive Assistant

3 weeks ago

San Francisco, United States Kain Colasanto, LLC Full time

Our client is a leading contemporary art gallery located in San Francisco in search of an Executive Assistant to the gallery owner. This role requires you to be in-person near Union Square 5 days a week (Tue-Sat) with an ability to thrive in a hyper-fast moving environment requiting multiple tasks to be managed beautifully, effortlessly and simultaneously.


OVERVIEW

The Executive Assistant is the confidante, external memory, and right hand person of the art gallery owner. The role requires top-level loyalty, discretion, flexibility, organization, planning, and problem-solving. You are the ambassador to the gallery owner and the social conveyor of the gallery, who is always highly professional, thoughtful and polite to artists, curators, clients, and staff. You do your best to contribute to a friendly working environment in which honesty, clear communication, and collaboration are central.


RESPONSIBILITIES

· Manage founder’s calendar; organize and confirm meeting times, locations, and participants.

· Create detailed meeting agendas and minutes.

· Support founder’s sales by tracking offers, preparing sales PDFs/links, greeting clients, and

sending follow-up emails on founder’s behalf.

· Create and help prioritize founder’s “To-Do” list for the upcoming week.

· Manage founder’s client entries in database.

· Arrange all travel for the founder including flights, hotels, rental cars, dinners.

· Create itinerary and list of clients/institutions to visit.

· Prepare press mailers and client invitations for the gallery, with assistance of directors.

· Create and prepare social media content for the founder, closely linked to mailer timeline.

· Plan gallery events (talks, client previews, dinners, etc.) including creating a list of potential invitees, tracking RSVPs, coordinating with restaurant and vendors.

· Format press release and exhibition QR checklists.

· Build online viewing rooms (OVRs) for Art Fairs.

· Act as the point contact for janitorial services, construction, and repair people.

· Placing orders for gifts for artists/clients, office supplies, etc. for founder.

· Track and file proof of gallery’s charitable donations.

· Personal assistance ranging from arranging home repairs, picking up laundry, arranging car repairs and interacting with young children

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