Art Fair Coordinator

Gagosian; New York (NY); On-site; USD 55,000 - 65,000; Full time

Benefits offered by this job

Comprehensive benefits (Cigna)

Pet insurance

401(k) with company match

Employee discounts

Museum memberships

Pre‑tax flexible spending

Job summary

Gagosian is seeking a full-time Art Fair Coordinator to join its New York-based Art Fair team. The role supports the Art Fair Director, coordinating logistics for up to nine annual fairs and overseeing cross‑functional communication with vendors, artists, and staff.

The ideal candidate is highly organized, proactive, and able to manage multiple deadlines in a fast-paced gallery environment, including international travel and installation days.

Qualifications

• Bachelor’s degree and 3–4+ years of proven work experience in similar roles, including experience in delivering large‑scale, complex projects involving multiple deadlines.
• Proficiency in industry software, specifically SketchUp, Adobe Photoshop, Google Sheets, and advanced Excel (including pivot tables and data analysis).
• A proven ability to find calm in the storm and work well under pressure to successfully multitask while handling multiple responsibilities.

Responsibilities

• Support Art Fair Director in managing the workload for up to nine (9) art fairs per year, including calendar management, cost tracking, booth planning, maintaining artwork lists, handling insurance matters, managing budgets, creating schedules, preparing sales PDFs, tracking artwork and data analysis.
• Coordinate and facilitate virtual and in‑person planning/communication/production related meetings with external production vendors and internal international teams; manage the end‑to‑end meeting process by setting agendas, circulating materials, taking detailed minutes, and tracking action items regarding logistical planning and artwork installations.
• Work closely with the Art Fair Director to create, manage, and oversee communication timelines for all fairs.
• Oversee and track all forms of correspondence, coordinating regular catch‑ups between Fair Director and key departments to help collect pertinent information for meetings.
• Coordinate complex travel logistics for the art fair team, including domestic/international itineraries, accommodations, per diems, and tracking visa or travel requirements.
• Maintain and update detailed information lists, checklists, budgets, and running deadlines for all fairs.
• Oversee VIP nomination outreach (confirm lists, draft emails, liaise with fairs on issuing links/allocations and communicate with internal teams for distribution).
• Support budget planning, cost management, and administrative processes.
• Ad hoc projects as assigned.

Skills

Project coordination

Multitasking

Communication

Time management

Education

Bachelor’s degree

Tools

SketchUp

Adobe Photoshop

Google Sheets

Advanced Excel (Pivot tables)

Job description

Art Fair Coordinator

Department: Art Fairs

Employment Type: Full Time

Location: 555 W 24th Street

Reporting To: Director, Art Fairs

Compensation: $55,000 - $65,000 / year

Description

Gagosian is seeking a full-time Art Fair Coordinator to join its New York-based Art Fair team.

The Art Fair team plays a crucial role in representing Gagosian at art fairs around the world. Gagosian is looking to hire an Art Fair Coordinator to support the Art Fair Director in day-to-day operations and manage internal and external logistics and communication during and outside of fair time. This Coordinator will oversee the various aspects of an art fair production timeline, working alongside artist liaisons, salespeople, directors, registrars, archivists, PR & marketing, social media, and finance. The team's objective is the successful execution of the gallery's participation in these prestigious events.

The ideal candidate works autonomously, stays proactive, and is highly self‑motivated. We are looking for someone who thrives in a dynamic, fast‑paced environment where organization and precision are paramount. This role requires an adaptable professional who remains exceptionally organized while multitasking and balancing multiple responsibilities amid evolving targets and objectives.

Duties include but are not limited to

• Support Art Fair Director in managing the workload for up to nine (9) art fairs per year, including calendar management, cost tracking, booth planning, maintaining artwork lists, handling insurance matters, managing budgets, creating schedules, preparing sales PDFs, tracking artwork and data analysis.


• Coordinate and facilitate virtual and in‑person planning/communication/production related meetings with external production vendors and internal international teams; manage the end‑to‑end meeting process by setting agendas, circulating materials, taking detailed minutes, and tracking action items regarding logistical planning and artwork installations.


• Work closely with the Art Fair Director to create, manage, and oversee communication timelines for all fairs.


• Oversee and track all forms of correspondence, coordinating regular catch‑ups between Fair Director and key departments to help collect pertinent information for meetings.


• Coordinate complex travel logistics for the art fair team, including domestic/international itineraries, accommodations, per diems, and tracking visa or travel requirements.


• Maintain and update detailed information lists, checklists, budgets, and running deadlines for all fairs.


• Oversee VIP nomination outreach (confirm lists, draft emails, liaise with fairs on issuing links/allocations and communicate with internal teams for distribution).


• Support budget planning, cost management, and administrative processes.


• Ad hoc projects as assigned.

Qualifications for the role

• Bachelor’s degree and 3‑4+ years of proven work experience in similar roles, including experience in delivering large‑scale, complex projects involving multiple deadlines.


• Proficiency in industry software, specifically SketchUp, Adobe Photoshop, Google Sheets, and advanced Excel (including pivot tables and data analysis).


• A proven ability to find calm in the storm and work well under pressure to successfully multitask while handling multiple responsibilities.


• Ability to adapt to constantly changing projects, environments, targets, and objectives.


• Ability to work and communicate effectively with artists, curators, museum and gallery professionals.


• Flexibility to travel to domestic and international art fairs as required, including working extended hours during peak installation and fair run times.


• Multilingual is beneficial.


• Exceptional organizational and multitasking abilities, with proven success prioritizing workloads and meeting tight deadlines in a fast‑paced environment.


• Excellent written, verbal, and interpersonal communication skills, with a strong instinct for proactive follow‑up.


• Ability to meet the physical demands of the role, including standing for extended periods during art fairs and comfortably lifting up to 30 lbs as needed for booth setup and logistics.

Benefits and perks

• Comprehensive benefits suite through Cigna, including a fully subsidized employee only level HSA plan.


• MetLife pet insurance.


• A 401(k) retirement savings plan with a company match.


• Employee discount on Gagosian products and publications.


• Corporate memberships to museums.


• Pre‑tax flexible spending, dependent care, and commuter benefits.