Location: Chelsea, NY
Schedule: Monday – Friday lots of flex needed not a 9-5
Salary: 120k DOE

Position Overview

The Personal Assistant to the Vice President of a high-end art gallery who is married to the gallery’s CEO. Person is the essential personal and administrative support to the VP and serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the Vice President. In addition, the PA will manage calendars, organize, and prioritize correspondence, serve as essential support in organizing and coordinating events, as well as act as liaison between the gallery and the office of the CEO.  The VP hosts lots of events and travels often however PA will only travel on occasion. Family owns multiple homes.

The ideal candidate is a career PA who is extremely polished and professional.  Someone looking for long term employment and happy in the position they are in. Highly skilled in event planning and organizing. Possesses impeccable style, with some knowledge of the art world including major institutions, collectors, and artists. The candidate must be very discreet and have a high degree of discernment, the ability to maintain a realistic balance among multiple priorities, ability to work in dynamic unstructured environments, and be able to maintain and develop good working relationships.

Duties including but not limited to

  • Maintain the Vice President’s calendar and email correspondence
  • Manage administrative activities relating to the Vice President’s personal social calendar including entertainment at their private residence(s), business and personal dinners, and social gatherings
  • Assist in developing and executing on strategy for private events, including building guest lists, managing RSVPs, and liaising with other gallery departments as needed
  • Personal shopping, errands, and executing special requests and other related duties
  • Assist in developing themes, choosing venue and vendors, as well as all administrative work for events
  • Represent Vice President’s office as necessary
  • Prepare and edit correspondence, communications, presentations, and other documents
  • Correspond to and prioritize key inquiries for organizational external outreach
  • Arrange and schedule staff, external and committee meetings
  • Manage special projects as given by the Vice President
  • Welcome and extend hospitality to incoming visitors and clientele
  • Liaise with CEO office to ensure smooth communication and coordination of calendar, travel, and other activities
  • Manage sensitive and confidential information with integrity
  • Anticipate challenges, troubleshoot, and present solutions as issues arise
  • Support departmental and organization-wide special events and programs
  • Other duties as assigned

Qualifications

  • 3+ years of experience in executive administrative support
  • Experience managing, planning, and executing events and gatherings
  • Bachelor’s degree a preferred
  • Certification In Event Planning preferred
  • 2+ years’ experience in Art world preferred
  • Strong social media presence and awareness of world events
  • High degree of professional discretion
  • Demonstrated track record of managing projects
  • Previous experience working with development and fundraising programs to increase donor contributions and funding sources (is this a plus)
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Proficiency with MS Word, Excel, PowerPoint, social platforms, and information management systems; fund-raising data management systems knowledge helpful
  • Knowledge of other languages and international customs is an asset

In addition to an active and progressive work environment, company offers a competitive benefits package, including medical, dental and vision insurance, retirement plans with a company match, flexible spending accounts and commuter benefits. We encourage a healthy work/life balance and offer a generous vacation policy.

Company is a proud to be an equal opportunity employer and will consider all qualified applicants regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or expression, Veteran status, or any other legally protected status.

To apply for this job email your details to corporate@thegrapevineLA.com