Executive Assistant to Director

JOB DESCRIPTION:

Karma gallery is seeking a highly experienced Executive Assistant for immediate hire to support a senior level Director. Key tasks include managing appointments, arranging travel, sales support and research, expense reporting, and managing a complex calendar.

The ideal candidate will have a proven track record supporting senior-level executives within high-value art, finance, or creative industries, demonstrating exceptional organizational skills, foresight, and a keen interest in sales and/or artist management.

This Tuesday through Saturday position, based out of our Chelsea gallery, requires significant flexibility in working hours to align with the Director’s global schedule, art fair travel, and gallery events.

DUTIES & RESPONSIBILITIES:

• Proactively manage the Director’s dynamic, high-volume calendar, prioritizing appointments, mitigating conflicts, and ensuring comprehensive preparation.
• Screen and prioritize all internal and external correspondence, drafting and issuing vetted communications on behalf of the Director.
• Coordinate all domestic and international travel for the Director, including key staff and artists, managing logistics, preferences, visas, providing thorough itineraries.
• Provide accurate, prompt, and high-level sales support, formulating invoices, processing payments, and ensuring the successful final delivery of artwork.
• Act as a critical communication bridge with the Associate Director to ensure the Director maintains continuous awareness of gallery workflow and critical organizational developments.
• Oversee and reconcile business and travel expenses, compiling comprehensive documentation and submitting timely monthly reports.
• Manage the details of the Director’s private art collection and ensure accuracy of inventory records.
• Track key global auctions, handle registration for approved bids, and integrate auction events into the calendar.
• Maintain an in-depth knowledge of the gallery’s clients, collectors, curators, and gallery artists as well as contemporary art news, openings, and events.
• Handle highly sensitive and proprietary information across all professional and personal matters with the utmost discretion and integrity.

QUALIFICATIONS:

• Minimum five (5) years of experience providing Executive Assistant or Chief of Staff support to a Principal or C-suite executive.
• BA/MA in Art History, Arts Administration, or a related field.
• Comprehensive understanding of gallery/auction house operations and the primary/secondary art markets. Knowledge of key collectors and contemporary art news.
• Superior organizational mastery, exceptional emotional intelligence, impeccable professional polish, and sound judgment in high-pressure scenarios.
• Expertise in Microsoft Office, Zoom, and Google business applications. Experience with Arternal or a similar art database is a strong plus.
• Demonstrated readiness to work outside of standard business hours, including weekends and global time zone accommodation.
• Fluency in multiple languages is a significant asset.

$70,000 – $85,000 annually