Gallery Assistant – Artist Management

• Maintain and regularly update comprehensive artist files, including CVs, biographies, artist statements, exhibition histories, and bibliographies
• Ensure all artist documentation is accurate, consistently formatted, and aligned with the Gallery’s house style
• Manage and maintain an up-to-date archive of artist images, including artwork photography, studio images, and portrait photographs
• Track and record all exhibition participations, institutional acquisitions, press mentions, and significant career milestones for each artist
• Coordinate with artists to gather updated information and materials in a timely and professional manner
• Maintain organised and accessible digital filing systems for all artist-related documentation

• Research and identify suitable biennale, residency, grant, and open call opportunities relevant to the Gallery’s artists
• Prepare, compile, and submit applications for biennales, artist residencies, and international exhibitions on behalf of artists and the Gallery
• Research and prepare grant and funding applications for artists and gallery programmes, ensuring all submissions are thorough, compelling, and submitted on time
• Track application deadlines, submission requirements, and outcomes, maintaining a clear log of all submissions and their status
• Liaise with biennale organisers, residency programmes, and funding bodies to gather information, clarify requirements, and follow up on applications
• Assist in the preparation of artist proposals, project descriptions, and supporting materials for institutional submissions

• Serve as a primary point of contact for artists on administrative and logistical matters, ensuring timely and professional communication
• Draft, manage, and respond to correspondence on behalf of artists and the Gallery, including emails, letters, and formal communications with curators, institutions, collectors, and the press
• Build and maintain strong relationships with curators, arts institutions, biennale offices, residency programmes, and funding bodies
• Coordinate artist visits, studio visits, and institutional meetings, managing logistics and preparation of relevant materials
• Liaise with other galleries, museums, and cultural organisations on matters relating to loans, exhibitions, and artist participation
• Ensure artists are informed of relevant opportunities, deadlines, and developments in a timely and organised manner

• Assist in coordinating artist participation in exhibitions and art fairs, including gathering and preparing required materials and documentation
• Liaise with the Exhibitions team to ensure artist-related content, artworks, and information are prepared and delivered according to exhibition timelines
• Assist with the preparation of loan agreements, artwork consignment documentation, and exhibition contracts relating to artists
• Coordinate the provision of artwork images, captions, and text for exhibition catalogues, press materials, and publications
• Follow up with artists and institutions after exhibitions and fairs to gather feedback, documentation, and any outstanding materials

• Conduct in-depth research on the Gallery’s artists, including their practice, influences, exhibition histories, critical reception, and market positioning
• Research individual artworks as required, including provenance, materials, exhibition history, and scholarly context
• Monitor the broader Southeast Asian and international art landscape, tracking developments relevant to the Gallery’s artists and programme
• Prepare research summaries, artist dossiers, and briefing documents for use by the Gallery Manager, Sales team, and Curatorial team
• Track press coverage, publications, and critical writing relating to the Gallery’s artists, maintaining an organised archive of relevant materials

• Provide general administrative support to the Gallery Manager and wider team as required
• Manage scheduling and coordination of artist-related meetings, calls, and events
• Assist with the preparation of internal reports and updates on artist activities and opportunities
• Handle all artist-related information with the utmost sensitivity and discretion
• Carry out other administrative duties as required, including filing, correspondence management, and document preparation

• Degree or diploma in Fine Arts, Art History, Arts Management, or a related discipline
• Genuine passion for contemporary art, with strong knowledge of the Southeast Asian art scene and its key artists and institutions
• Knowledge and appreciation of the artists represented by the Gallery
• Exceptional written and verbal communication skills in English, with the ability to write clearly, professionally, and persuasively across different formats
• Meticulous attention to detail, particularly in the preparation and proofreading of written documents and applications
• Strong organisational and time management skills, with the ability to manage multiple deadlines simultaneously
• Highly independent, proactive, and resourceful, with the ability to work with minimal supervision
• Able to work under pressure while maintaining a high standard of output
• Proficient in Microsoft Office applications
• Able to build and maintain professional relationships with sensitivity, discretion, and warmth
• Able to work on weekends and attend after-hours events as required
• Ability to treat sensitive and confidential information with the utmost discretion
• Punctual and reliable in all aspects of the role

• Prior experience in a gallery, museum, auction house, or arts organisation in an artist relations, curatorial, or administrative capacity
• Experience writing grant applications, artist statements, or funding proposals
• Familiarity with biennale submission processes, artist residency programmes, and arts funding bodies in the Philippines and Southeast Asia
• Proficiency in Filipino and English; additional regional language skills are an advantage
• Experience working directly with artists or creative professionals
• Familiarity with image management tools and digital asset systems

Additional Information

Dress Code
Smart Casual

Working Hours
Standard business hours with flexibility required for evenings, weekends, and events