Gallery Administrator

Salon D'Art; Hercules (CA); Hybrid; USD 22,000 - 30,000; Part time

Benefits offered by this job

Flexible schedule

Home office stipend

Profit sharing

Job summary

Salon D'Art is seeking a highly organized part-time Gallery Administrator to support the Managing Director / Head Curator in daily operations across four California gallery locations. You will help manage installations, inventory, and day-to-day administrative tasks while coordinating with vendors and installers.

The ideal candidate is proactive, detail-oriented, and comfortable working in a fast-paced fine art environment.

Qualifications

• Prior management or supervisory experience in fine arts, galleries, or museums.
• Strong organizational and multitasking abilities with attention to detail.
• Excellent written and verbal communication skills.
• Ability to coordinate across multiple locations and vendors.

Responsibilities

• Coordinate daily tasks for installers, framers, and vendors across 4 gallery locations.
• Serve as primary point of contact between leadership and installation teams.
• Oversee artwork inventory management, intake, tracking, and location updates.
• Maintain records related to artworks, shipments, and storage.
• Assist in planning exhibitions, installations, and de-installations.
• Coordinate packing, shipping, and logistics for artworks (domestic and international).
• Ensure handling procedures and professional standards are followed.
• Support general gallery operations including scheduling and admin tasks.
• Maintain organized digital and physical filing systems for inventory and materials.
• Collaborate with leadership to anticipate operational needs and resolve issues.

Skills

Strong organizational skills

Excellent communication

Attention to detail

Multitasking

Independent yet collaborative

Tools

Dropbox

Spreadsheets

Inventory databases

Scheduling platforms

Job description

Benefits:

• Flexible schedule
• Home office stipend
• Profit sharing

We are seeking a highly organized and detail-oriented part-time Gallery Administrator to work directly with the Managing Director / Head Curator in coordinating the daily operations of a multi-location fine art gallery. This role is central to ensuring the smooth execution of installations, inventory management, and day-to-day administrative functions across all CA gallery locations. Up to 24 hrs / week (Tue, Wed, Thu)

The ideal candidate is proactive, communicative, and comfortable managing multiple moving parts in a fast-paced, detail-driven fine art environment.

Key Responsibilities

• Coordinate and schedule daily tasks for art installers & art handlers. Also coordinate tasks with framers, and external vendors across 4 gallery locations
• Serve as primary point of contact between gallery leadership and installation teams
• Oversee artwork inventory management, including intake, tracking, movement, condition documentation, and location updates
• Maintain accurate records related to artworks, installations, shipments, and storage
• Assist in planning and executing exhibitions, installations, de-installations, and special projects
• Coordinate packing, shipping, and logistics for artworks (domestic and international)
• Ensure proper handling procedures and professional standards are followed at all times
• Support general gallery operations including scheduling, internal communications, and administrative tasks
• Maintain organized digital and physical filing systems related to inventory, certificates, condition reports, and exhibition materials
• Collaborate closely with the Managing Director / Head Curator to anticipate operational needs and resolve issues efficiently

Qualifications

• Prior management experience in fine art galleries, museums, auction houses, or art logistics
• Strong organizational and multi-tasking skills with exceptional attention to detail
• Excellent written and verbal communication skills
• Ability to manage multiple priorities across different locations simultaneously
• Familiarity with art handling best practices and inventory systems
• Proficiency with digital tools (Dropbox, spreadsheets, inventory databases, scheduling platforms)
• Professional demeanor, discretion, and reliability
• Ability to work independently while functioning as part of a close-knit team
• Ability to work remotely Tue, Wed, Thu (9:00 am - 5:30 pm) with some onsite work as needed.

Flexible work from home options available.