– Act as the point of contact for internal enquiries relating to your artists, and for all communication with artists’ studio teams
– Management of Inventory database ensuring the following are up to date: pricing, status, image, strategy, loans, consignments etc. and in line with studio records
– Maintain and manage interest/priority client lists for high demand artists and communicate the ordering and outcome regularly with the Sales team
– Ensure artists schedules are updated on a bi-weekly basis (make use of Google Alerts to track upcoming artist events and relevant press)
– Communicate effectively with internal artist email groups regarding incoming work, returns, technical queries and other misc. Information
– Oversee creation of presentation materials for Sales and Artist Liaisons ahead of trips or meetings relating to your artists e.g presentation to Sales team in advance of exhibition openings
– Manage and coordinate sales packs in advance of all internal and external exhibitions for your designated artists
– Manage all communication with Sales regarding exhibition details, pricing and availability of works in advance of all internal and external exhibitions
– Responsible for drafting précis for all incoming artworks; drafting of offer letters for exhibitions
– Create and manage weekly exhibition sales reports for the Directors
– Liaise monthly with Accounts to review artist statements and flag any queries
– Field inventory stock queries e.g. old work / prices / availability of works
– Facilitate conversations between Sales and Artist Liaisons regarding new works for Art Fairs and communicate regularly with the Art Fair Coordinator
– Communicate art fair participation with the studios and provide images of work on stand when necessary
– Communicate any sales made at fairs to artist studios as requested by Sales Liaison
– Review and undertake analysis of data provided in quarterly reports with Artist and Sales Liaisons: sales activity, geographies etc. Prepare presentation document for Artist Strategy meetings.
– Coordinate with Sales Liaison and/or Artist Liaison to conduct annual price reviews ensuring the Inventory is updated and all changes are communicated to the relevant teams
– Liaise with studios on specific client requests for works and communicate timeline and track progress of discussions effectively.
– Create and maintain internal sales reports detailing holds / sales / discounts / fabrication costs / exhibition costs when required
– Liaise with Registrar regarding consignment paperwork (internal and 3rd party) and transport of artworks from studio
– Produce accurate sales reports for artists as required by their studios and Artist Liaison / Sales Liaison
– Coordinate and attend quarterly check ins with Sales and Artist Liaisons; provide action points from Artist Strategy Meetings for review
– Manage and monitor physical stock held in managed sites and coordinate regular stock reviews and returns with Artist Liaison, Sales Liaison and Registrar
– Obtain sign off on all artist related costs from Director, Curatorial Business Management
General:
– Manage formal communication with studios for upcoming auction lots and auction results, in consultation with the Sales Liaison
– Set up studio visits for Sales department and client for your artists as and when appropriate
– Prepare itineraries and welcome packs for visiting artists and artists’ assistants coming to London only
– Book flights & accommodation for artists / artists’ assistants as and when necessary (in line with agreed budgets)
– Coordinate gifts for artists (birthdays, Christmas etc.)
– Attend artist events on behalf of the gallery / Artist Liaison / Sales Liaison if requested
Departmental Involvement:
– Attend weekly Sales and Artist Liaison meetings as requested
– Deal with other ad-hoc duties as allocated by the Artist Liaison / Sales Liaison / Director, Curatorial Business Management
