Administrative Assistant

iPreciation; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A contemporary art gallery in Singapore is seeking a detail-oriented Gallery Administrative Assistant to manage artwork records, assist with exhibitions, and provide front desk support. This full-time role involves administrative tasks, engagement with visitors, and logistical coordination for artworks. Ideal candidates will hold a relevant degree and possess strong communication skills. Fresh graduates passionate about art are encouraged to apply.

Qualifications

• Experience as an office administrator, executive assistant, or related field is an advantage.
• Skilled in filing, data-entry and managing documents.
• Excellent communication skills, both written and verbal.

Responsibilities

• Maintain and organize artwork-related records and inventory.
• Serve as the first point of contact at the gallery reception.
• Assist with the installation and deinstallation of artworks.

Skills

Filing

Data entry

Communication skills

Teamwork

Proficiency in Microsoft Office

Interest in contemporary art

Education

Bachelor’s degree or equivalent qualification

Tools

Gallery database systems

Job description

The Role:

The Gallery Administrative Assistant role combines administrative and front and back house responsibilities with hands‑on involvement in exhibition setup and artwork handling. The role requires a detail‑oriented, organized, and proactive individual who can balance multiple tasks in a fast‑paced art environment. Fresh graduates with a passion for art are welcome to apply. If you are a team player and looking for an exciting opportunity to work in the art industry, we encourage you to apply for this position.

This is a full‑time position based on a 5.5‑day work week, with a half‑day on Saturday.

Key Responsibilities:

Administrative & Documentation

• Maintain and organize artwork-related records, prepare and update the inventory list on a regular basis.
• File and manage gallery expense and payment documents in coordination with the gallery executives.
• Draft correspondence, handle data entry, file and update gallery databases systems.

Front Desk & General Operation Support

• Serve as the first point of contact at the gallery reception, greeting visitors and responding to inquiries (in person, via email, and by phone).
• Provide visitors with information on exhibitions, artworks, and upcoming programs.
• Support daily office tasks, such as ordering supplies and maintaining a tidy workspace.

Exhibition Support

• Assist with the installation and deinstallation of artworks, under supervision of the curatorial team.
• Coordinate logistics for artwork deliveries, packing/unpacking, and safe storage.

Qualifications

• Bachelor’s degree, diploma or equivalent qualification preferred; experience as an office administrator, executive assistant, secretary, or related field is an advantage.
• Skilled in filing, data‑entry, and managing documents (including financial ones).
• Proficiency in Microsoft Office; knowledge of gallery database systems a plus.
• Excellent communication skills, both written and verbal.
• Ability to work independently as well as part of a team.
• Interest in contemporary art and gallery operations.