Executive Assistant (Job ID: PIPREG1EA)

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About the Client:

Our client operates two premier art galleries catering to high-net-worth (HNW) clients, specializing in high-end original artwork. With a dedicated in-person team of four across both locations, the founder spends much of her time in the field conducting bespoke in-home art consultations. As the business expands, the gallery requires a proactive Executive Assistant to serve as the operational "glue"—connecting the owner, physical galleries, field operations, and private clientele to ensure nothing falls through the cracks.

About the Role:

This full-time Executive Assistant position is a strategic, high-ownership role designed to act as the primary right hand to the owner. You will bridge the gap between high-level vision and daily execution, taking total ownership of team task distribution, client sales pipelines, delivery logistics, and operational systems.

Rather than simply managing a calendar, you will build and maintain the operational framework (task management software, CRM, SOPs) that keeps both gallery locations and staff running seamlessly. Your ultimate goal is to remove the owner as the operational bottleneck, keeping her informed via real-time dashboards and daily check-ins while allowing her to focus on high-value client relationships and growth.

Key Responsibilities

• Daily Briefings & Team Accountability: Conduct daily briefings (morning alignment and evening check-ins) with on-site staff. Receive tasks from the owner, distribute them to the gallery team, prioritize execution, and jump in to complete critical tasks directly if gallery staff are tied up with in-person clients.
• Systems & Task Management Setup: Establish and manage a centralized task-management system (Slack, Asana, or integrated AI platforms) to replace email clutter, tracking every active item to completion.
• SOP Building & Documentation: Document procedures step-by-step as you work, creating a comprehensive Standard Operating Procedure (SOP) library for all gallery roles to support future scaling and onboarding.
• CRM & Sales Pipeline Oversight: Oversee the sales pipeline within ArtCloud/ArtLogic. Ensure lead management, client data, and follow-up cadences are executed promptly by the team, providing summary reports to the owner.
• Logistics & Event Coordination: Coordinate artwork deliveries, white-glove installations, publication advertising deadlines, gallery events, and special exhibition openings.
• Marketing & VIP Client Outreach: Assist with execution of email marketing campaigns and targeted communications for warm leads and VIP clients.

Qualifications & Skills

• Proven EA/Operations Experience: Previous background as an Executive Assistant, Operations Manager, or Integrator—specifically within a small business, startup, or dynamic entrepreneurial environment (not just rigid corporate setups).
• Proactive Ownership & Follow-Through: High level of discipline and finish-line focus. Able to "manage up," keep the team on track without micromanagement, and proactively update the owner so she never has to ask for status updates.
• Sales & Business Acumen: Understanding that all operations serve the broader goal of driving sales. Comfortable operating with a sense of commercial urgency.
• Technical & AI Savvy: Strong familiarity with CRM tools (ArtCloud / ArtLogic preferred), project management platforms, cloud tools, and leveraging AI tools to automate workflows and maximize efficiency.
• Art Knowledge (Strong Bonus): Basic working knowledge of art terminology and concepts (e.g., oil vs. acrylic, abstract vs. impressionist art) or experience within the art world.
• Interpersonal Approach: Humble, collaborative, open-minded, and a clear communicator who thrives in an adaptable team setting.

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