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Receptionist and Gallery Assistant, Paris
Il y a 3 mois
Job Details:
Receptionist and Gallery Assistant, Paris Full details of the job.
Vacancy Name
Vacancy Name Receptionist and Gallery Assistant, Paris
Vacancy No
Vacancy No VN091
Employment Type
Employment Type Permanent (Full-time)
Location City
Location City Paris
Description
Description Job Title:
Receptionist and Gallery Assistant, Paris Reporting to: Head of Gallery and Sales Operations, Paris Working hours: Tuesday – Saturday, 10am – 6pm ROLE OVERVIEW This role is responsible for the smooth management of the Reception duties of the Paris gallery.
This role is responsible for managing on site Operations, including building works, repairs and contractors.This role provides ad-hoc administrative support in preparation of Exhibitions, Viewing Rooms, and Fairs leaded form Paris, as well as to the Sales Team and to the Exhibition department.
Key ResponsibilitiesKey Responsibilities Reception Duties
- Manage the day to day Reception tasks and duties: answering the intercom and letting visitors in the gallery. Opening the gallery front door to welcome visitors in, and showing visitors out.
- Keeping reception area, and gallery spaces tidy and presentable at all times.
- Answering and transferring calls promptly and efficiently to the correct member of
- Responding and processing general email enquiries.
- Greeting visitors and clients, ensuring Sales staff are made aware of any client visits.
- Monitor stocks of stationery, kitchen, and bathroom supplies.
- Order stationery and equipment for staff.
- Printing press releases and ensuring they are stocked up.
- Liaise with suppliers and complete all supply orders for the gallery.
- Booking taxis for clients/directors as required.
- Recording visitor numbers.
- Working late for Opening Nights and other events running the reception duties.
- Receive training as a first aider and fire warden.
- Receive and sign for incoming post and deliveries and distribute accordingly.
- Arrange couriers as required and take mail to Post Office if necessary.
- Oversee preparation of meeting room for Sales Executives client meetings, including
- Issue purchase orders and submit credit card expenses in a timely manner in line
- Coordinate all building services and contractors (e.g. couriers, cleaning, telephones, fire safety, recycling, security, utilities, and air conditioning).
- Oversee the repairs, maintenance, and equipment hire, from scheduling and planning to successfully completion.
- Act as a designated out-of-hours key holder, primary contact for building management, security, etc.
- With help from IT department in London, oversee the Paris IT ensuring all Paris devices are working (internet, computer, phone, intercom, security cameras, fire detectors etc).
- Maintain the catalogues libraries, ensuring new publications are sent to Paris and stock replenished, with support from Bookshop team in London.
- As and when requested, manage an internship programme for White Cube Paris. Sales Support
- Assist with booking travel for members of staff, responsible for preparing formal travel itineraries as instructed.
- Assist with maintenance of the internal client database (updating material sent, logging new information etc.)
- Assist with creating client PDFs and with editing artist PDFs.
- Coordinate posting of client sales packs and catalogue mail outs as instructed.
- Responsible for sourcing and printing images for internal and external client meetings
- Assist with the preparation of client lists such as call lists, offer select lists, contact
- Facilitate client viewings, including greeting, serving refreshments, printing materials,
- Support in the creation of sales materials such as PDFs and OVRs relating to
- Provide sales admin support to the Paris selling team, when required.
- Manage Views App updates
- Coordinate Art Fair Passes
- Ad hoc duties as assigned.
- Attend weekly briefing meetings as required
- Attend weekly admin meetings Events Administration
- Support the Head of Gallery and Sales Operations with event planning for exhibitions and other events, by helping managing diaries, liaising with venue, managing lists,
- Help the Photography Department manage archival photography and film requirements for the Paris programme, including Salon works and new consignments, liaising with the involved departments to coordinate the shoot and book the external photographer/filmmaker accordingly.
- With guidance from the Exhibition Coordinator, arrange the welcome packs for the artists coming to Paris for their exhibitions, as required.
- With guidance from the Exhibition Coordinator, arrange the artist's itineraries in Paris, as required.
- For exhibitions managed in Paris assist with the administration around the exhibitions such as writing minutes of meetings and circulating them internally.
- Provide administrative support to the Head of Gallery and Sales Operations as required. Paris Gallery Support Duties
- This role is expected to contribute as an active team member of the Paris Gallery Team, and to support with any other duties required by the gallery. Person Specification
- Experience working in Reception for a commercial art gallery is desirable.
- Excellent time-management skills and ability to prioritise a variety of tasks.
- Excellent communication skills.
- Excellent administrative skills.
- A deep interest in and appreciation for contemporary art.
- Strong knowledge of White Cube artists. #J-18808-Ljbffr
