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Administrative Coordinator to the Chairman

2 months ago

New York, New York, United States The Pace Gallery Full time

Pace Gallery stands as a premier international art institution, showcasing some of the most significant contemporary artists and estates from the last century. With a rich history that includes long-standing relationships with renowned figures such as Alexander Calder, Jean Dubuffet, Agnes Martin, Louise Nevelson, and Mark Rothko, Pace has cultivated a unique presence across both the East and West coasts of the U.S. since its inception in 1960 by Arne Glimcher. The gallery has earned a distinguished reputation for its artist-centric approach, presenting pivotal historical and contemporary exhibitions. Under the guidance of CEO Marc Glimcher and President Samanthe Rubell, Pace remains committed to championing its artists and sharing their innovative work with global audiences.

The role of the Executive Assistant is crucial in providing comprehensive personal and administrative support to the Chairman. This position serves as the main liaison for both internal and external stakeholders regarding all matters related to the Chairman's office. The ideal candidate will possess a solid understanding of the art industry, including key institutions, collectors, and artists. A high level of discernment, the ability to juggle multiple priorities, and the capability to thrive in dynamic, unstructured environments are essential. Building and maintaining strong working relationships is a key aspect of this role.

Key Responsibilities:

  • Oversee the Chairman's calendar and manage complex travel arrangements, including creating detailed itineraries and booking necessary accommodations.
  • Draft and refine correspondence, communications, presentations, and various documents.
  • Coordinate special projects as assigned by the Chairman.
  • Extend hospitality to visitors and clients.
  • Facilitate effective communication and coordination between internal offices regarding calendar, travel, and other activities.
  • Handle sensitive and confidential information with the utmost integrity.
  • Proactively identify challenges, troubleshoot issues, and propose solutions as they arise.
  • Assist with organization-wide special events and programs.
  • Manage administrative tasks related to the Chairman's personal social calendar, including entertainment and social gatherings.
  • Conduct personal errands and fulfill special requests as needed.
  • Exhibit flexibility to accompany the Chairman to various gallery locations.
  • Represent the Chairman's office as required.
  • Perform additional duties as assigned.

Qualifications:

  • A Bachelor's degree is required.
  • Minimum of 3 years of experience in administrative support, preferably within the art sector.
  • At least 1 year of experience in managing, planning, and executing events.
  • High level of professional discretion is essential.
  • Proven track record in project management.
  • Exceptional organizational skills with the ability to prioritize multiple tasks effectively.
  • Strong attention to detail is critical.
  • Proficiency in MS Outlook, Word, Excel, and PowerPoint is required.

Pace Gallery is dedicated to fostering an inclusive work environment and offers a competitive benefits package, including health insurance, retirement plans with company matching, flexible spending accounts, and commuter benefits. We promote a healthy work/life balance and provide a generous vacation policy.

Pace Gallery is an equal opportunity employer and welcomes all qualified applicants, regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or expression, veteran status, or any other legally protected status.