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Executive Assistant

2 months ago

New York, New York, United States The Pace Gallery Full time
About the Role

The Pace Gallery is seeking a highly skilled and experienced Executive Assistant to provide exceptional support to the Chairman. As the primary point of contact for internal and external stakeholders, the successful candidate will be responsible for managing the Chairman's calendar, overseeing complex travel arrangements, and coordinating special projects.

Key Responsibilities
  • Calendar Management: Maintain the Chairman's calendar, ensuring seamless coordination of appointments, meetings, and events.
  • Travel Arrangements: Oversee complex travel itineraries, book reservations, and arrange transportation for the Chairman.
  • Correspondence and Communications: Prepare and edit correspondence, presentations, and other documents, ensuring accuracy and attention to detail.
  • Special Projects: Manage special projects assigned by the Chairman, requiring a high degree of discretion and professionalism.
  • Client Relations: Welcome and extend hospitality to incoming visitors and clientele, ensuring a positive experience for the Chairman and the gallery.
  • Internal Liaison: Liaise with internal offices to ensure smooth communication and coordination of calendar, travel, and other activities.
  • Confidentiality: Manage sensitive and confidential information with integrity, maintaining the highest level of professionalism.
  • Problem-Solving: Anticipate challenges, troubleshoot, and present solutions as issues arise, demonstrating a proactive and solution-focused approach.
  • Event Support: Support departmental and organization-wide special events and programs, ensuring their success and impact.
  • Administrative Support: Manage administrative activities relating to the Chairman's personal social calendar, including entertainment at private residences, business and personal events, and social gatherings.
  • Personal Shopping and Errands: Execute special requests and other related duties, demonstrating flexibility and adaptability.
  • Representation: Represent the Chairman's office as necessary, maintaining a professional and courteous demeanor.
Requirements
  • Education: Bachelor's degree required.
  • Experience: 3+ years of experience in administrative support, with a preference for art world experience.
  • Event Management: 1+ year of experience managing, planning, and executing events and gatherings.
  • Discretion: High degree of professional discretion and confidentiality.
  • Project Management: Demonstrated track record of managing projects, with strong organizational skills and attention to detail.
  • Technical Skills: Proficiency with MS Outlook, Word, Excel, and PowerPoint.
About the Pace Gallery

The Pace Gallery is a leading international art gallery representing some of the most influential contemporary artists and estates from the past century. With a unique U.S. heritage spanning East and West coasts, the gallery has developed a distinguished legacy as an artist-first gallery that mounts seminal historical and contemporary exhibitions. As a proud equal opportunity employer, the Pace Gallery is committed to creating a diverse and inclusive work environment, where all employees can thrive and contribute to the gallery's success.