Job Title: Executive Assistant to Sales Director
Reporting to: Global Sales Director
Location: London, Bermondsey Street
Working hours: Monday to Friday 10.00am to 6.00pm (additional hours as required)
Overview
To provide solutions-focused Executive Assistant support as a trusted partner to the Global Sales Director. This role goes beyond traditional administrative support, requiring a proactive thinker who can anticipate needs, streamline operations, and drive efficiency whilst acting quickly to overcome challenges. The ideal candidate brings exceptional organisational judgement, discretion, and the ability to manage competing priorities while enabling the Director to focus on our artists and business growth.
Executive PA Responsibilities
- Manage the Director’s professional calendar with a strategic, forward-looking approach—ensuring real-time accuracy, alignment with priorities, and proactive optimisation of time
- Anticipate and manage scheduling conflicts, communicating changes swiftly and diplomatically while ensuring seamless coordination across all stakeholders
- Curate and secure high-quality venues, dining, and event arrangements that align with the Director’s preferences and business objectives
- Oversee the Director’s personal schedule with discretion, integrating personal commitments, travel, and important dates to ensure effective time management
- Lead end-to-end travel strategy and logistics, including research, visa coordination, and booking of transport alongside third party travel partners to ensure efficiency and cost-effectiveness
- Develop comprehensive travel itineraries and briefing packs, consolidating logistics, meeting materials, and relevant research to enable informed and productive engagements
- Manage expense processes with accuracy and accountability, including reconciliation, invoice processing, and timely submission to Finance in line with company policies
- Monitor and ensure compliance with budgetary guidelines, identifying opportunities for cost control without compromising quality or experience
- Act as a key liaison for clients and partners, coordinating arrangements such as gallery tours and exclusive access with professionalism and attention to detail
- Maintain structured and accessible office systems, including electronic filing, archiving, and cataloguing, to support operational efficiency and information retrieval
- Partner with IT to ensure the Director’s in office and remote technology solutions run seamlessly, proactively addressing any issues
Management Support Responsibilities
- Coordinate the collection of key management information for the Director, including debtor reports, pro formas, sales performance data, budgets, sales team insights, and artist materials, ensuring accuracy and relevance to support the Director in strategic decision-making
- Prepare high-quality briefing documents and presentations for monthly Executive Committee meetings, aligning content with the gallery’s commercial objectives and artist programme
- Support the Director in ensuring delivery against action items arising from meetings
- To be the key point of contact for the Directors Office for all gallery departments, gathering information required for the Director and coordinating regular meetings as necessary to maintain communication.
- Ensure the Director remains fully informed on Artist and Sales Liaison activities including studio visits and new artwork consignments, particularly for artists outside the Director’s direct portfolio
- Curate and present relevant press coverage and media insights to the Director, highlighting key narratives impacting artists and the gallery
- Develop comprehensive information packs and presentation materials for upcoming exhibitions, ensuring all content reflects the gallery’s standards and positioning for artists not directly managed by the Director
- Collaborate with the secondary market team to oversee the accurate management of the gallery’s internal artist inventory, including sales and acquisitions tracking
- Work closely with the secondary market team to monitor artists appearing at auction, facilitating internal discussions and supporting the development of acquisition strategies in advance of sales
Artist Co‑Ordinator and Sales Administration Support
- Coordinate VIP artist studio visits, working closely with internal teams and external studios to ensure smooth organisation and a high‑quality client experience
- Arrange travel logistics for artist studio visits, typically in support of exhibition‑related activity
- Manage ad hoc hospitality and event arrangements for artist studios, including restaurant bookings and ticketing aligned to exhibition schedules
- Ensure relevant curatorial, commercial, and contextual information is effectively communicated back to the artist team from the gallery
- Provide administrative support to the Global Sales Director’s Client Manager, prioritising tasks in line with business needs
- Record and manage offers within the sales database, including logging and declining where appropriate
- Prepare sales documentation including PDFs, invoices, and sale packs
- Compile client lists for events, mailings, and targeted communications
- Coordinate client ticketing and attendance for external events
- Review new works across artists and ensure the Director is updated on relevant additions and circulations
- Maintain and update Sales PDFs, ensuring accuracy in collaboration with the relevant Sales Associate and Client Manager
- Support the Client Manager with targeted client research to assist with sales and relationship development
Skills, Knowledge & Expertise
- Proven experience as a senior Executive Assistant or similar high‑level support role within the art world, auction houses, luxury sector, or another fast‑paced, relationship‑driven environment
- Strong understanding of gallery operations, including sales processes, artist liaison, exhibitions, and secondary market activity
- High level of commercial awareness with the ability to interpret sales data, budgets, and client information to support decision‑making
- Exceptional organisational and time‑management skills, with the ability to manage complex, shifting priorities with precision and calm efficiency
- Strong communication skills, both written and verbal, with the ability to engage confidently and appropriately with artists, clients, collectors, and senior stakeholders
- Advanced attention to detail, particularly when handling documentation, sales materials, and confidential information
- Demonstrated ability to work proactively and strategically, anticipating needs and resolving issues before they arise
- Experience coordinating high‑profile diaries, international travel, and complex logistics within a global context
- Strong proficiency in Microsoft Office and database systems, with the ability to maintain accurate records and manage digital filing systems effectively
- Discreet, trustworthy, and highly professional, with a strong understanding of confidentiality in an art market context
Educational Background
- A bachelor’s degree is preferred, in Art History, Curatorial Studies, Business Administration, Communications, Arts Management, Languages, or similar disciplines.
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