What are the responsibilities and job description for the Gallery Assistant position at Heather James Fine Art?
Company Description
Heather James Fine Art offers a distinctive insight into art history, showcasing significant works from various periods and genres including Post-War, Contemporary, Impressionist, Modern, American, Latin American, and Old Masters. Over the past 30 years, the gallery has established a global presence, with locations in Palm Desert, California and Jackson Hole, Wyoming, as well as consultancies in several major cities. The gallery is known for organizing museum-quality exhibitions and curating collections that explore broad historical and modern themes. Heather James Fine Art is committed to providing exceptional art to private collectors and museums worldwide while delivering personalized curatorial, logistical, and financial expertise.
Gallery Assistant — Palm Desert, CA (On-Site)
About the role.
We’re seeking a professional, detail-oriented Gallery Assistant to be a front-of-house ambassador for our Palm Desert space and a reliable support across exhibitions and operations. You’ll welcome walk-ins, route inquiries to the right advisor, assist with operations, and learn the day-to-day mechanics of how our gallery operates across the company. This is a hands-on role with meaningful exposure to multiple departments and clear room for growth.
Key Responsibilities
- Visitor Experience & Front Desk
- Greet walk-ins, answer questions, and offer contextual information on works and artists.
- Capture contact details and route inquiries to the appropriate consultant/advisor.
- Sales Support
- Log visitor notes in the CRM; prepare concise handoff summaries for consultants.
- Coordinate timely follow-ups, viewing appointments, and collateral (checklists, images, tear sheets) where appropriate
- Administrative
- Support sales team as needed with data entry, client research, and reporting using CRM
- Exhibitions & Gallery Operations
- Support operations team when needed
- Assist with art movement, basic hanging/installation under registrar/preparator guidance.
- Help with shipping/receiving, packing/unpacking, paperwork and inventory updates.
- As a team, we maintain gallery presentation (tidiness, signage, stock of print materials and tools, etc.).
Required Qualifications & Skills
- Prior experience in a gallery, museum, luxury retail, hospitality, or client-facing environment preferred, but not required.
- Strong interpersonal and communication skills; comfortable engaging with walk-ins with professionalism and warmth.
- Exceptional attention to detail and a detail-oriented approach to administrative, operational, and client-facing tasks.
- Interest in art and eagerness to learn artists, works, and gallery operations.
- Working proficiency in Microsoft programs such as Excel, PowerPoint, and Word, and Adobe Photoshop and Acrobat.
- Flexibility to support exhibitions, events, and occasional schedule adjustments as needed.