Gallery Operations

• Support the daily operations of the gallery and maintain an organized, professional work environment.

• Assist with scheduling, correspondence, meetings, and general administrative tasks.

• Prepare documents, spreadsheets, invoices, reports, and internal records.

• Maintain office and gallery supplies and coordinate with vendors and service providers.

• Provide regular updates to the Gallery President regarding ongoing tasks and priorities.

Artwork Management

• Maintain accurate artwork records, including artist information, dimensions, condition, location, pricing, and exhibition history.

• Organize and maintain artwork inventory, image files, certificates, consignment documents, and related materials.

• Assist with artwork intake, inspection, labeling, packing, storage, installation, and release.

• Coordinate artwork transportation, shipping, insurance documentation, and delivery schedules.

• Handle artworks carefully and follow gallery procedures for documentation and condition reporting.

Exhibitions & Art Fairs

• Assist with planning and preparing exhibitions, art fairs, installations, and gallery events.

• Coordinate schedules and logistics with artists, clients, vendors, installers, and transportation providers.

• Prepare artwork lists, wall labels, price lists, presentation materials, and other exhibition documents.

• Provide on-site support during installations, events, and special projects when required.

Client & Team Support

• Build and maintain positive relationships with artists, collectors, clients, and vendors.

• Assist with artwork presentations, client follow-ups, and sales-related documentation.

• Support the Gallery President and other team members with assigned projects.

• Help supervise interns or temporary assistants when needed.

Financial Administration

• Organize invoices, receipts, expense reports, and payment records for review by management and the gallery’s accountant.

• Assist with basic expense tracking and reconciliation.

• Maintain accurate and confidential business records.

Required Qualifications

• Strong organizational and time-management skills.

• Excellent attention to detail and ability to maintain accurate records.

• Professional written and verbal communication skills.

• Proficiency in Microsoft Office and Google Workspace, particularly Word, Excel, Docs, and Sheets.

• Ability to manage multiple assignments, prioritize tasks, and work independently.

• Reliable, responsible, and comfortable working in a small-team environment.

• Ability to handle confidential information with professionalism and discretion.

• Must be able to commute to the Pasadena gallery and work on-site.

• Ability to safely assist with artwork handling and other physical requirements outlined in this job description.

Preferred Qualifications

• Bachelor’s degree or equivalent professional experience.

• 1–2 years of experience in gallery administration, arts management, office administration, or a related field.

• Experience working with artworks, exhibitions, museums, galleries, or art fairs.

• Mandarin Chinese language skills are a plus.

• Experience with digital artwork inventory systems is a plus.

• Interest in contemporary art and gallery operations.