Executive Assistant

Assistants vs. Agents; New York (NY); On-site; USD 60,000 - 65,000; Full time

Job summary

David Zwirner is seeking an Executive Assistant to support the Chief Digital Officer, providing comprehensive administrative and coordination support across digital, technology, and data teams. The role blends executive-level scheduling with day-to-day operations, travel planning, and cross-functional liaison to ensure the executive and teams work efficiently.

The ideal candidate is highly organized, proactive, and detail-oriented, with excellent communication and a proactive approach to

Qualifications

• At least two years of administrative or coordination experience.
• Bachelor’s degree or equivalent education; arts/tech background a plus.
• On-site five days per week and able to handle fast-paced work.
• Proactive problem-solving and flexibility for special projects.
• Excellent written and verbal communication skills.
• Strong organization with multi-deadline management.
• Proficiency with Google Workspace; familiarity with Notion, Jira, Slack.
• Interest in contemporary art and how digital tools support work.

Responsibilities

• Executive support: calendar management, scheduling, and task tracking for the CDO.
• Digital leadership support: travel, expenses, meeting prep, and coordination.
• Coordinate internal/external meetings across time zones with agendas and notes.
• Arrange domestic and international travel and detailed itineraries.
• Draft and organize routine correspondence and materials for meetings.
• Support team meetings, trainings, and internal events logistics.
• Process invoices and liaise with Finance on payments.
• Maintain organized files, contact lists, and admin trackers.
• Serve as a cross-functional point of contact for the CDO and teams.
• Assist with research, documents, and ad hoc projects as requested.

Skills

Administrative support

Calendar management

Travel coordination

Document preparation

Communications

Problem solving

Meeting coordination

Project coordination

Education

Bachelor's degree or equivalent

Tools

Google Workspace

Notion

Jira

Slack

Job description

At David Zwirner, we look to be an industry leader in our field, with our artists at the center of what we do. Our global exhibition program expands beyond our locations in New York, London, Los Angeles, Hong Kong, and Paris, representing seventy artists and estates. Home to innovative, singular, and pioneering exhibitions across a variety of media and genres. Active in both the primary and secondary markets, David Zwirner has helped foster the careers of some of the most influential artists today.

Who will work well with us:

• The ideal candidate is someone who is passionate and interested in the arts/larger creative arena or is eager to learn.
• We welcome all individuals entering the workforce, those moving into a new stage of their career or vocation, making a change, returning to work, and those wanting to learn and grow within the industry, to apply.

About the Opportunity

Executive Assistant to CDO | $60k-65k annual salary, paid hourly; overtime eligible

David Zwirner is seeking an Executive Assistant to support the Chief Digital Officer (CDO), with additional administrative support for Digital leadership. This role combines executive administrative support with day-to-day coordination across the gallery’s digital, technology, and data teams.

The ideal candidate is highly organized, resourceful, and proactive, with strong judgment and the ability to anticipate needs, manage competing priorities, and follow through consistently. This is an opportunity for someone interested in the intersection of contemporary art, technology, and business operations who takes pride in helping an executive and their teams work effectively.

Candidates must be diligent, extremely organized, and possess excellent time management and communication skills.

What you’ll do:

• Executive support: Provide comprehensive administrative support to the CDO, including calendar management, scheduling, and maintaining daily task, call, and follow-up lists. Anticipate scheduling conflicts, protect time for priority work, and adjust plans as needs change.
• Digital leadership support: Provide additional administrative and coordination support to members of Digital leadership, including scheduling, meeting preparation, travel, expenses, and follow-up, with priorities aligned with the CDO.
• Meeting coordination: Schedule internal and external meetings across time zones; prepare agendas, briefing materials, and supporting documents; and capture notes and action items as requested. Track follow-ups and flag outstanding items for the CDO.
• Travel and expenses: Arrange domestic and international travel, prepare detailed itineraries, coordinate changes, and submit accurate expense reports in a timely manner.
• Communications: Draft and organize routine correspondence, presentations, and meeting materials. Communicate professionally with colleagues, external partners, and vendors on the CDO’s behalf, as directed.
• Team coordination: Support the logistics of team meetings, staff trainings, new-tool rollouts, and internal events, including scheduling, materials, communications, and expenses.
• Invoices and vendor administration: Submit invoices, maintain supporting documentation, and coordinate with the gallery’s Finance team to track payment status and resolve administrative issues.
• Information management: Maintain organized files, shared documents, contact lists, and administrative trackers, ensuring that information is accurate and readily accessible to the appropriate team members.
• Cross-functional coordination: Serve as a reliable administrative point of contact between the CDO, their teams, and colleagues throughout the gallery. Help route requests, coordinate responses, and keep stakeholders informed.
• Additional support: Assist with research, document preparation, and special assignments as requested by the CDO.
• Ad hoc projects as needed.

What we would like you to have:

• At least two years of relevant administrative, executive support, or coordination experience.
• A bachelor’s degree or equivalent combination of education and professional experience. Study in art history, art business, design, technology, or a related field is a plus.
• Demonstrated reliability, accuracy, and ability to prioritize in a fast-paced professional environment.
• Ability to work on site five days per week.
• A proactive approach to problem-solving and flexibility to work on special projects outside standard business hours as requested.
• Organization and follow-through: Exceptional attention to detail and the ability to manage multiple deadlines without losing track of outstanding commitments.
• Judgment and discretion: Sound judgment and professionalism when handling confidential business, personnel, and other sensitive information.
• Communication: Excellent written and verbal communication skills, with the confidence and tact to work effectively with colleagues at all levels.
• Initiative and adaptability: A proactive, solutions-oriented approach; the ability to work independently, clarify priorities when needed, and respond calmly to changing demands.
• Technology fluency: Proficiency with Google Workspace, including Gmail, Calendar, Docs, Sheets, and Drive, and the ability to learn new systems quickly. Familiarity with Notion, Jira, and Slack is a plus.
• AI proficiency: Proficiency with AI tools such as Perplexity, Claude, ChatGBT for research, drafting, summarizing information, and improving day-to-day workflows. Ability to verify outputs for accuracy and exercise sound judgment when handling confidential information, in accordance with gallery policies.
• Interest in the field: An interest in contemporary art and in how digital tools and technology support the work of a gallery.

What you will love about David Zwirner:

• David Zwirner has pioneered initiatives dedicated to the gallery’s long-standing commitment to kaleidoscopic storytelling, including: David Zwirner Books, Dialogues, and Utopia Editions.
• Premier Access - to private on-site and off-site events, such as exhibition previews, book signings, talks, and walkthroughs with gallery artists and estate members, and external curators and scholars.
• Staff-driven projects and fundraising initiatives. This includes David Zwirner's commitment to Galleries Commit.
• Benefits! Flexible workplace and commuter benefits, corporate memberships to museums, including the Whitney, MOMA, and others. Summer Fridays, generous PTO and leave, and family medical, dental, and vision benefits. 401K savings plan with automatic employer contributions.

David Zwirner is an Equal Opportunity Employer. The Gallery is firmly committed to equal employment opportunities in all facets of its operations. The Gallery makes decisions concerning hiring and terms and conditions of employment without regard to any characteristic protected by applicable law.