Receptionist and Gallery Assistant

Overview

Job Title: Receptionist and Gallery Assistant, Paris

Reporting to: Associate Director, Head of Gallery, Paris

Working hours: Tuesday – Saturday, 10am – 6pm

This role is responsible for the smooth day-to-day 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 Sales Support to the Associate Director, Head of Gallery, Paris.

This role provides ad-hoc administrative support in preparation of Exhibitions, Viewing Rooms, and Fairs leaded form Paris, and to the Exhibition department.

This job vacancy will close on 8th January 2026 at 5:30pm and w e reserve the right to close this vacancy early if we receive sufficient applications.

• 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.
• Fluent written and spoken English is essential .

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 staff.
• 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 stationary 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 water, coffees, etc.
• Issue purchase orders and submit credit card expenses in a timely manner in line with company procedure.

Operations Administration

• 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.

Arrange and oversee associated payments in liaison with Finance team in London.
- 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

• Provide Sales Support to the Paris Head of Gallery.
• 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 and/or packages.
• Assist with the preparation of client lists such as call lists, offer select lists, contact lists for events, email and catalogue mail-outs.
• Facilitate client viewings, including greeting, serving refreshments, printing materials, posting catalogues and showing art works on behalf of a Salesperson.
• Support in the creation of sales materials such as PDFs and OVRs relating to regional art fairs and Paris programme exhibition, when required.
• 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, organising external staff, booking cars etc.

Exhibitions Administration

• 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.