Executive Assistant

$50,000 - $65,000/Yr

Gefen Gallery - San Francisco, CA

Full-time - Entry Level

San Francisco, CA

Merchant Wholesalers, Durable Goods

About the position

We are seeking a highly organized and detail-oriented individual to join our team as an Executive Assistant to the Owner for our art gallery located in Union Square, San Francisco. The ideal candidate will excel in providing administrative support to the owner and possess a strong aptitude for office-related responsibilities, including organizing and maintaining files, managing schedules, and coordinating gallery events. As an Executive Assistant, you will provide comprehensive support to the gallery owner, handling scheduling, appointments, and communications. You will assist in preparing reports, presentations, and correspondence, while overseeing daily office operations to ensure a smooth and efficient workflow. Your role will also involve organizing and maintaining both physical and electronic files, ensuring easy retrieval of information, and maintaining office supplies and equipment while coordinating with vendors as needed. You will handle incoming inquiries and correspondence, assist in the smooth running of gallery operations, and uphold gallery policies and procedures under the guidance of management. Collaboration with team members to maintain a positive and efficient work environment will be key to your success in this role. In addition to executive assistance, you will aid in the planning and execution of gallery exhibitions and events, from setup to teardown, and assist with event promotion and coordination, working closely with the marketing team. You will also engage with collectors, artists, and art enthusiasts, providing assistance and information as needed, and support clients with inquiries, sales, and transactions under the supervision of senior staff.

Responsibilities

• Provide comprehensive support to the gallery owner, handling scheduling, appointments, and communications.
• Assist in preparing reports, presentations, and correspondence.
• Oversee daily office operations, ensuring a smooth and efficient workflow.
• Organize and maintain physical and electronic files, ensuring easy retrieval of information.
• Maintain office supplies and equipment, and coordinate with vendors as needed.
• Handle incoming inquiries and correspondence.
• Assist in the smooth running of gallery operations, including administrative tasks and coordination.
• Uphold gallery policies and procedures under the guidance of management.
• Collaborate with team members to maintain a positive and efficient work environment.
• Aid in the planning and execution of gallery exhibitions and events, from setup to teardown.
• Assist with event promotion and coordination, working closely with the marketing team.
• Engage with collectors, artists, and art enthusiasts, providing assistance and information as needed.
• Support clients with inquiries, sales, and transactions under the supervision of senior staff.

Requirements

• Proven experience as an Executive Assistant.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Detail-oriented with a proactive attitude.

Nice-to-haves

• 3 years of executive administrative support experience preferred.
• Ability to commute to San Francisco, CA 94108 preferred.
• Ability to relocate to San Francisco, CA 94108 before starting work required.

Benefits

• 401(k)
• Dental insurance
• Health insurance
• Paid time off