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EA and Art Coordinator

Posted 12 days 5 hours ago by Chace People

Full Time
London, United Kingdom
Job Description


  • Start Date: Interviewing now for an ASAP start (with handover)
  • Salary: £55,000-£70,000+ gross p.a. + full package and benefits
  • Location: London, UK
  • Contract: Full-time
  • Additional: Mandarin-speaking, and proficiency in Chinese (Cantonese) is a prerequisite

This exciting new senior support role offers a unique opportunity to work closely with a Principal in the arts, managing both private office and collection-related activities, contributing to philanthropic ventures and global art collection management.

Job Overview for EA and Art Coordinator:

The Chace People team is looking for a pragmatic and organised individual to support the Principal & the Director with scheduling and streamlining workflows. This role involves providing efficient, collaborative, and detail-focused administrative support for the Principal and the Private Office, primarily focusing on the Principal's professional activities, including a private art collection and associated philanthropic ventures.

Key Responsibilities for EA and Art Coordinator:

Private Office - Management, Scheduling & Travel:

  • Organise and coordinate meetings across time zones, including personal and digital appointments.
  • Provide resourceful time management, alerting of potential conflicts and offering flexible, solution-based alternatives.
  • Support and liaise with Family Office members and household staff, as well as wider teams across the Principal's different ventures.
  • Create travel itineraries for the Principal's professional trips, including; booking hotels, flights, cars, and transfers for the Principal and accompanying staff.
  • Establish exacting systems for managing personal, financial, and ID documents.
  • Manage the personal contact database through ArtLogic CMS.
  • Assist with the provision and organisation of travel visas for the Principal, wider family, and staff, globally and with focus on HK and China.

Art Collection Responsibilities:

  • Ensure prompt and effective communication with all associated parties alongside the Collection Director.
  • Update the collection ArtLogic database to maintain precise records including invoices, payment slips, insurance records, and more.
  • Maintain updated loan and consignment documentation.
  • Coordinate global collection movements, including preparing pro-formas and liaising with borrowers/consignors.
  • Manage and record movements and locations of artworks, conducting regular internal audits.
  • Oversee annual external inventory of the collection with storage providers.
  • Assist with recording and maintaining installation instructions.
  • Oversee UK and international artwork shipping and logistics for collection acquisitions, obtaining competitive estimates.
  • Support the post-acquisition process, including filing artist research, obtaining documentation, and logging offers and market research.
  • Facilitate restoration, framing, and conservation of artworks as needed, in consultation with the Collection Director.
  • Develop robust Collection Management policies and procedures with the Collection Director.
  • Conduct reviews of any missing data and implement strategies to update records.
  • Facilitate quarterly internal artwork audits with the Collection Director and Finance Director.

Requirementsfor EA and Art Coordinator:

  • Minimum of 3 years in a comparable role, such as in a Family Office with a collection-management component or in a client-facing role in a commercial art gallery or auction house.
  • Professional fluency in both English and Mandarin is essential; proficiency in Cantonese is a prerequisite.
  • Excellent knowledge of Microsoft Outlook, Word, and Excel is essential; experience with ArtLogic and Adobe Creative Suite is highly beneficial.
  • Proven fiduciary skills and ability to manage schedules are essential.
  • Discretion, diplomacy, and attention to detail are fundamental to the role.

Additional Information:

This role requires a high level of discretion and the ability to work collaboratively within a dynamic team environment. The ideal candidate will have experience in managing complex schedules, coordinating international travel, and maintaining meticulous records related to art collections.

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