Reuben Sinclair | Sales, Marketing, PR, Data and Digital Recruitment
Executive Assistant to Chief Executive Officer
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Executive Assistant to the Founders
Location: London
Employment type: Full-time, permanent - 5 days per week in the office.
Salary: £40K-£55K Basic
The Opportunity
My Client is a prestigious, privately owned art gallery based in the heart of London. With an established international reputation and a discerning global clientele, the gallery presents exceptional works of art and objects of historical significance.
My Client is seeking an exceptionally organised, discreet, and proactive Executive Assistant to provide comprehensive support to the gallery’s Founders while assisting with the smooth day-to-day running of the gallery.
This is a varied and trusted position combining high-level executive assistance, diary and travel management, gallery administration, and general office coordination. The successful candidate will be comfortable working in a fast-paced, highly professional environment where priorities can change quickly, and attention to detail is essential.
Key Responsibilities
Executive Support
- Provide comprehensive day-to-day administrative and organisational support to the Founders.
- Manage complex and frequently changing diaries, appointments, and meeting schedules.
- Coordinate international and domestic travel, including flights, accommodation, transfers, itineraries, and restaurant reservations.
- Prepare the Founders for meetings by compiling relevant documents, schedules, background information, and briefing notes.
- Manage correspondence and communications, responding or redirecting enquiries as appropriate.
- Act as a professional and discreet point of contact for clients, collectors, advisers, institutions, and other external stakeholders.
- Coordinate personal and business appointments where required.
- Monitor deadlines, follow up on actions, and ensure the Founders are kept informed of important commitments.
- Assist with expense management, invoice processing, and the maintenance of accurate administrative records.
- Handle confidential and commercially sensitive information with complete discretion.
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Gallery Administration
- Support the efficient day-to-day operation of the gallery and ensure the space is maintained to an exceptional standard.
- Coordinate gallery maintenance, repairs, cleaning, security, and other external service providers.
- Maintain relationships with contractors, suppliers, and building management.
- Monitor office and gallery supplies, arranging replacements and deliveries as required.
- Assist with the preparation of the gallery for client appointments, private viewings, exhibitions, and events.
- Welcome visitors and ensure clients receive a polished, professional, and attentive experience.
- Manage incoming telephone calls, emails, post, couriers, and deliveries.
- Maintain organised digital and physical filing systems, databases, and contact records.
- Assist with artwork-related administration, including coordinating photography, condition reports, documentation, packing, shipping, and insurance information.
- Liaise with specialist shippers, conservators, photographers, framers, and other art-industry suppliers.
- Support arrangements for art fairs, exhibitions, and off-site events, including travel, accommodation, passes, schedules, and supporting documentation.
- Assist with event invitations, guest lists, RSVPs, and post-event follow-up.
- Support the preparation of presentations, client materials, and gallery documentation.
- Identify opportunities to improve administrative processes and introduce more efficient working practices.
About You
The successful candidate will be polished, resourceful, and highly dependable, with the confidence to manage competing priorities and anticipate the needs of busy Founders. You will have:
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- Previous experience as an Executive Assistant, Personal Assistant, Gallery Assistant, or in a similarly varied administrative role with a stable career history showing longevity in positions.
- Exceptional organisational, diary-management, and time-management skills.
- The ability to remain calm, flexible, and solutions-focused when priorities change.
- Excellent written and verbal communication skills.
- Strong attention to detail and consistently high standards of accuracy.
- A professional, warm, and confident manner when dealing with high-profile and international contacts.
- Excellent discretion and sound judgement when handling confidential information.
- Strong Microsoft Office and general digital-administration skills.
- Experience coordinating complex travel arrangements and detailed itineraries.
- The ability to work independently while contributing positively to a close-knit team.
- A genuine interest in art, antiquities, cultural heritage, or the wider luxury sector.
Previous experience within an art gallery, auction house, museum, private collection, family office, or luxury business would be advantageous but is not essential.
The Ideal Candidate
This position would suit someone who enjoys being at the centre of a business and takes pride in ensuring that everything runs smoothly behind the scenes. You will be naturally proactive, willing to take ownership, and comfortable handling responsibilities ranging from complex international travel to practical gallery maintenance.
No two days will be the same, so adaptability, discretion, and a hands-on approach are essential.
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