Gallery Administrator

Benefits:

• Flexible schedule
• Home office stipend
• Profit sharing

We are seeking a highly organized and detail-oriented part-time Gallery Administrator to work directly with the Managing Director / Head Curator in coordinating the daily operations of a multi-location fine art gallery. This role is central to ensuring the smooth execution of installations, inventory management, and day-to-day administrative functions across all CA gallery locations. Up to 24 hrs / week (Tue, Wed, Thu)

The ideal candidate is proactive, communicative, and comfortable managing multiple moving parts in a fast-paced, detail-driven fine art environment.

Key Responsibilities

• Coordinate and schedule daily tasks for art installers & art handlers. Also coordinate tasks with framers, and external vendors across 4 gallery locations
• Serve as primary point of contact between gallery leadership and installation teams
• Oversee artwork inventory management, including intake, tracking, movement, condition documentation, and location updates
• Maintain accurate records related to artworks, installations, shipments, and storage
• Assist in planning and executing exhibitions, installations, de-installations, and special projects
• Coordinate packing, shipping, and logistics for artworks (domestic and international)
• Ensure proper handling procedures and professional standards are followed at all times
• Support general gallery operations including scheduling, internal communications, and administrative tasks
• Maintain organized digital and physical filing systems related to inventory, certificates, condition reports, and exhibition materials
• Collaborate closely with the Managing Director / Head Curator to anticipate operational needs and resolve issues efficiently

Qualifications

• Prior management experience in fine art galleries, museums, auction houses, or art logistics
• Strong organizational and multi-tasking skills with exceptional attention to detail
• Excellent written and verbal communication skills
• Ability to manage multiple priorities across different locations simultaneously
• Familiarity with art handling best practices and inventory systems
• Proficiency with digital tools (Dropbox, spreadsheets, inventory databases, scheduling platforms)
• Professional demeanor, discretion, and reliability
• Ability to work independently while functioning as part of a close-knit team
• Ability to work remotely Tue, Wed, Thu (9:00 am - 5:30 pm) with some onsite work as needed.

Flexible work from home options available.