EA to Director

Position Overview

The Executive Assistant (EA) will provide comprehensive administrative, operational, and business support to the Director, ensuring smooth day-to-day functioning while assisting in sales, client coordination, financial administration, travel planning, and business development activities.

Key Responsibilities

Sales & Client Support

Assist the Director with sales follow-ups and client coordination.

Prepare quotations, certificates of authenticity, and sales-related documentation.

Coordinate invoices, payment follow-ups, and dispatch documentation with the accounts team.

Ensure all client records and sales documentation are maintained accurately.

Auction Management

Monitor upcoming national and international art auctions.

Keep the Director informed about important auction highlights, catalogues, and bidding opportunities.

Complete registrations for auctions and facilitate participation in online and offline bidding.

Exhibitions & Art Fairs

Maintain an annual calendar of major art fairs, exhibitions, and industry events.

Track application deadlines and registration requirements.

Coordinate participation, registrations, and related logistics for selected events.

Calendar & Scheduling

Manage the Director's calendar, meetings, appointments, and reminders.

Schedule internal and external meetings and ensure timely coordination with all stakeholders.

Travel Management

Plan domestic and international travel itineraries.

Coordinate flights, hotels, visas, local transportation, and travel schedules.

Accompany the Director on business travel whenever required.

Financial Administration

Pay utility bills, subscriptions, and other authorised payments on time.

Maintain accurate records of all payments.

Manage and reconcile petty cash, ensuring proper documentation and reporting.

Reporting & Business Coordination

Prepare daily, weekly, and monthly work reports and business briefings.

Compile important updates, pending tasks, and follow-up actions.

Coordinate with internal departments to ensure timely completion of assigned work.

Executive Support

Provide day-to-day administrative assistance to the Director.

Handle confidential documents and information with complete discretion.

Coordinate special projects and perform additional responsibilities as assigned.

Ensure prompt follow-up on all action items and commitments made by the Director.

Desired Skills

Strong organisational and multitasking abilities.

Excellent communication and interpersonal skills.

High attention to detail and confidentiality.

Proficiency in Microsoft Office and Google Workspace.

Ability to work under pressure and meet deadlines.

Interest or knowledge of the art industry will be an added advantage.

Reporting

Reports To: Director, Gallery Silver Scapes

Work Requirement

The role requires flexibility to travel within India and internationally, and availability beyond standard working hours whenever business requirements demand.

• It is a Full Time Receptionist job for candidates with 4 - 5 years of experience.