PA

A premium and well respected art gallery based in central London is looking for a PA to support their Directors. Their clients are prominent artists and the business has a lovely family feel where employees feel valued and tend to stay for the long term. They need someone who is going to be capable, incredibly discrete and who has social intelligence in dealing with clients.

Hours: Tuesday to Saturday 10am - 6pm

Salary is £28-31k depending on experience and the client is looking for someone to start ASAP.

Job purpose:

To provide trustworthy and efficient PA support to the Directors. To be a self motivated pro-active problem solver who will prioritise and take initiative to provide high-level executive support. This includes diary, meeting and travel management, administrative and sales support and assisting with special projects. Discretion and confidentiality are essential.

Main Accountabilities will include:

• Maintaining admin including post, database management, filing, scanning, faxing and shredding confidential materials
• Organising and maintaining diaries and making internal and external appointments.
• Screening telephone calls and email, enquiries and requests, and handling them when appropriate
• Responding to RSVPs on behalf of the Directors
• Organising refreshments for Directors' meetings
• Updating the database, ensuring Directors' client information is kept up to date
• Arranging travel and accommodation; booking cars/taxis; requesting foreign currency from Director of Finance
• When Directors are travelling: checking post, providing Directors with updates on incoming queries and acting as liaison between contacts and Directors in their absence
• To know who key personnel are (both external and internal) and understand the organisation's aims and objectives
• Gaining knowledge of gallery artists
• Meeting and greeting visitors at all levels of seniority
• Liaising with clients, artists, contractors and other staff, as appropriate
• Preparing and sending materials for sales and promotion of artists' work, including compiling sales offers, under the direction of the Directors
• Providing up to date sales lists with available works and prices when requested
• Liaising with technical staff to organize display of works in viewing space in advance of Directors' client meetings
• On hand at private views with price lists, connecting clients and staff to Directors, as appropriate
• Raising sales invoices as per instructions and ensuring correct information is in Artlogic and passed to Finance for processing.
• Gaining knowledge of VAT and sales procedures to ensure appropriate actions are taken
• Chasing outstanding sales invoices for payment; sending thank you emails when payments clear; coordinating shipments with Registrars
• Follow up for sales aftercare on behalf of Directors, when appropriate
• Carrying out specific projects and/or background research as requested
• Producing documents, briefing papers, reports and presentations as requested
• Other day-to-day administrative duties as requested by the Directors

Key criteria:

• You will be highly discrete and socially intelligent - fantastic at refined client liaison and practiced at being extremely tactful and discrete
• You will have top notch attention to detail.
• You will be immaculately presented.
• You will have at least 3 years' PA / TA experience
• An interest in the visual arts would be an enormous benefit but you need to be looking for an administrative / PA role, not just a foot in the door of the arts world.

If you fulfill the above criteria and the role looks of interest please do not hesitate to apply!