Executive Administrative Assistant to the CEO

Overview The Executive Administrative Assistant to the CEO provides high‑level administrative, operational, and personal support within a fast‑paced fine art environment. This role ensures seamless coordination of executive priorities, gallery operations, client interactions, vendor management, and travel logistics. The ideal candidate is highly organized, Mac‑proficient, professional, and capable of managing multiple responsibilities with discretion and efficiency. This position requires approximately 20% travel to events with the CEO and gallery team, including art fairs, installations, and client engagements. Executive Administrative & Leadership Coordination Provide direct executive administrative support to the CEO, including calendar management, scheduling, correspondence, and priority coordination. Prepare meeting agendas, administrative summaries, PowerPoint presentations, and supporting materials. Document meeting decisions, action items, deadlines, and follow‑up requirements. Ensure timely execution of leadership directives and administrative deliverables. Coordinate communication between the CEO, gallery staff, artists, clients, and external partners. Maintain strict confidentiality regarding executive, financial, personnel, and organizational information. Assist with CEO personal assistant duties, including travel arrangements, reservations, personal scheduling, and miscellaneous errands. Administrative & Front‑Office Operations Oversee daily administrative functions to support smooth gallery operations. Maintain organizational calendars, office schedules, administrative deadlines, and internal communications. Coordinate front‑office coverage, visitor reception, and general office readiness. Maintain updated administrative forms, records, templates, and operational documents. Support administrative preparation for staff meetings, orientations, training, and gallery events. Identify administrative delays, scheduling conflicts, incomplete records, and unresolved operational needs. Monitor outstanding administrative requests and ensure timely follow‑through. Maintain a professional, organized, and welcoming office environment. Assist with basic website editing, including updating images, graphics, and content as needed. Financial, Billing & Vendor Support Create and process QuickBooks sales receipts and assist with basic financial documentation. Prepare, submit, and track vendor purchase orders; coordinate vendor billing, invoices, and payment status. Assist with client billing, invoice preparation, payment tracking, and financial follow‑up. Support logistics for art shipments, installations, deliveries, and event materials. Assist with vendor coordination, scheduling, service confirmations, and supply procurement. Track inventory movement related to events, travel, and gallery operations. Event & Travel Coordination Assist with planning and execution of corporate events, gallery openings, installations, and special projects. Coordinate CEO travel, including flights, hotels, transportation, itineraries, and on‑site support. Travel approximately 20% of the time to events, art fairs, installations, and client visits with the CEO and gallery team. Support event logistics, vendor communication, and client experience management. Qualifications 3+ years of administrative or executive assistant experience; gallery, creative, or hospitality environment preferred. Proficiency with Mac computers, Microsoft Office, PowerPoint, QuickBooks (sales receipts), and digital scheduling tools. Experience with vendor purchase orders, billing, and invoice coordination. Strong organizational skills with the ability to manage multiple priorities. Excellent written and verbal communication skills. Experience with logistics, scheduling, and event coordination. Professional judgment, discretion, and reliability. Ability to work every other weekend and travel approximately 20%. Strong customer service and client‑facing professionalism. Pay: $55,…

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