Locations
Singapore and Philippines
Department
Sales
Job Category
Assistant
Job Type
Fulltime
Organisational Relationship
Reporting
Head of Sales
Job Summary
As Gallery Assistant – Sales, you will play a pivotal role in fostering relationships with artists, collectors, and cultural institutions. The ideal candidate is passionate about the arts and eager to learn. Superior communication skills, the ability to multitask under pressure, and strong knowledge of Southeast Asian art are essential. You must be comfortable with improvising, taking initiative, and remaining calm under pressure. Discretion, a collaborative spirit, and a positive attitude are essential requirements. You must also be confident, highly presentable, and demonstrate an exceptional standard of customer service.
This job description is intended as an outline of duties and responsibilities for this role. It is not exhaustive and is likely to change over time. You may be expected to undertake other duties commensurate with this role.
Duties & Responsibilities
Sales
- Work alongside the Head of Sales in conversations with collectors, artists and institutions
- Monitor online sales platforms and third-party channels such as Ocula and Artsy, ensuring listings are accurate and up to date
- Interact with the public in a front-facing capacity, including answering phone calls and fielding enquiries from visitors and collectors
- Support the design and development of digital sales tools and presentations
- Maintain and grow relationships with the gallery’s existing client base, while proactively identifying and nurturing new client relationships
- Monitor and research global and regional art markets, and assist in implementing sales strategies
- Work with Marketing and Curatorial teams to provide content and support for exhibition-related matters
- Ensure timely follow-up with clients after exhibitions and art fairs
- Generate accurate and timely invoices and track payment status, following up on outstanding balances as required
- Respond promptly to email and other enquiries via third-party sales channels
- Maintain up-to-date and comprehensive client records, including CRM database management
- Prepare condition reports, certificates of authenticity, and provenance documentation for clients as required
- Assist with artwork valuation and pricing research to support sales conversations
- Support the preparation and execution of consignment agreements and artwork loan documentation
- Update the Gallery Manager daily on client activity and general business developments
- Achieve monthly and annual sales targets
- Manage specific artist or collector portfolios under your responsibility
Market Research & Observation
- Work with colleagues to transform market intelligence into actionable sales opportunities
- Track competitor galleries, auction house results, and secondary market activity
- Research artist backgrounds, exhibition histories, and market performance to support sales conversations and client advisory
- Attend gallery and museum exhibitions and art world events to maintain visibility and deepen industry knowledge
- Work closely with the Gallery team to plan, organise, and install art fair booths in specific markets
- Monitor market changes and shifts in collector demand and preferences, and report relevant findings to the team
- Prepare market summaries and research reports for senior staff and collectors as required
Exhibition Management
- Responsible for art fair applications, including research into suitable fairs and timely submission of all required materials
- Complete all administrative tasks relating to fair participation, including submission of forms and artwork information
- Liaise with fairs to ensure all relevant information, guidelines, and logistics are received and actioned prior to the event
- Assist with press releases, catalogue entries, and preparation of fair and exhibition materials
- Coordinate transport to ensure all artworks arrive and depart safely, including liaising with shippers and customs agents
- Coordinate with insurers to ensure appropriate artwork coverage during transit, fairs, and exhibitions
- Maintain accurate artwork inventory and location tracking throughout fair and exhibition cycles
- Assist with condition checking of artworks on receipt and dispatch
- Assist with all on-site aspects of art fairs, including move-in, installation, and move-out
- Support the production of price lists, didactic texts, and booth layouts
- Prepare shipments to clients for works sold at fairs or exhibitions
- Work closely with the Exhibitions team to ensure exhibition-related programmes are aligned with the gallery’s direction
- Collaborate with other department heads to ensure smooth operations and harmonious working methods across teams
Digital & Communications
- Contribute to the gallery’s social media presence, including content creation and scheduling across relevant platforms
- Assist with updating the gallery website with new works, artist pages, and exhibition information
- Coordinate e-newsletters and digital communications to the client mailing list
- Ensure all third-party platform listings (Artsy, Ocula, etc.) are current, accurate, and presented to a high standard
Administrative
- Provide general support to visitors and respond to general enquiries
- Carry out administrative duties including filing, typing, copying, binding, and scanning
- Handle sensitive and confidential information with appropriate discretion
- Maintain and update the gallery’s artwork database and digital image archive
- Draft correspondence and contracts under supervision
- Assist with visa applications, travel bookings, and logistics for staff attending international fairs and events
- Oversee and supervise the work of junior staff where applicable
- Provide administrative support for gallery activities and assist in managing curatorial projects
Job Holder’s Specifications
Essential
- Comfortable in a front-facing, client-facing role
- Diploma or postgraduate degree, preferably in Fine Arts, Art History, or Arts Management
- Keen interest in and strong knowledge of Southeast Asian art history and the regional gallery landscape
- Thorough knowledge and appreciation of the artists represented by the Gallery
- Proficient in Microsoft Office applications
- Strong organisational, project management, and interpersonal skills
- Able to work independently and as part of a collaborative team
- Able to work under pressure and manage competing priorities calmly
- Able to work on weekends and at after-hours events as required
- Ability to treat sensitive information with appropriate discretion
- Willingness to undertake moderate physical duties (e.g. assisting with artwork handling)
- Availability and willingness to travel, including internationally
- Punctual and reliable in all aspects of the role
Preferred
- Prior experience in a gallery, auction house, art fair, or arts organisation
- Understanding of art logistics, customs procedures, and international shipping
- Experience with social media management and digital content creation
- Fluency in English required; proficiency in one or more Southeast Asian languages is a significant advantage
Additional Information
Dress Code
Smart Casual
Travel
Required, including international travel for art fairs and events
Working Hours
Standard business hours with flexibility required for evenings, weekends, and events
How to Apply
Interested candidates are invited to submit their resume and a cover letter detailing their qualifications and experience. Please send all application materials to art@gajahgallery.com