Art Gallery Assistant

Position Overview 

Samuel Lynne Galleries is seeking a highly organized, detail oriented, and professional Gallery Assistant to support the gallery’s day to day administrative and operational functions. This position plays a critical role in ensuring the smooth execution of gallery activities, sales processes, inventory management, and collector services. 

The ideal candidate is proactive, dependable, and thrives in a fast paced environment where attention to detail and exceptional organization are essential. This role offers the opportunity to work closely with gallery leadership, artists, collectors, and vendors while gaining valuable experience in the fine art industry. 

Key Responsibilities:

Administrative Support 

• Provide comprehensive administrative support to gallery leadership and Art Advisors. 
• Manage incoming calls, emails, and general inquiries. 
• Maintain accurate collector records and communications within the gallery CRM. 
• Prepare invoices, sales agreements, proposals, and other client documentation. 
• Process sales transactions and assist with payment tracking. 
• Coordinate calendars, appointments, meetings, and client visits. 
• Maintain organized digital and physical filing systems. 
• Assist with data entry, reporting, and record keeping. 

Inventory & Artwork Management 

• Maintain accurate inventory records and artwork documentation. 
• Track artwork locations, incoming shipments, and outgoing deliveries. 
• Assist with cataloging new acquisitions and updating inventory databases. 
• Coordinate artwork photography, condition reports, and related documentation. 
• Prepare artwork packets and information for collectors and Art Advisors. 

Logistics & Operations 

• Coordinate artwork deliveries, installations, and shipping schedules. 
• Serve as a liaison between collectors, vendors, installers, and shipping partners. 
• Assist with exhibition installation and deinstallation logistics. 
• Monitor gallery supplies and place orders as needed. 
• Support daily gallery operations to ensure efficiency and organization. 

Collector Services 

• Assist Art Advisors in preparing materials for client meetings and presentations. 
• Ensure a seamless experience for collectors from inquiry through installation. 
• Respond promptly to client requests and follow up on outstanding items. 

Event Support 

• Assist with the planning and execution of gallery exhibitions, artist receptions, and private events. 
• Coordinate guest lists, RSVPs, event materials, and event logistics. 
• Support event setup and execution as needed. 

Qualifications 

• Bachelor’s degree preferred. 
• Previous experience in administrative support, office management, client services, luxury retail, hospitality, or the fine art industry preferred. 
• Exceptional organizational and project management skills. 
• Strong written and verbal communication abilities. 
• High level of professionalism and discretion. 
• Ability to prioritize multiple projects and deadlines simultaneously. 
• Strong attention to detail and accuracy. 

Desired Attributes 

• Self motivated and highly dependable. 
• Process driven with a strong administrative mindset. 
• Professional, polished, and service oriented. 
• Resourceful problem solver who takes initiative. 
• Comfortable working both independently and collaboratively. 
• Passion for organization, efficiency, and creating exceptional client experiences. 

About Samuel Lynne Galleries 

Samuel Lynne Galleries is one of the nation’s leading contemporary art galleries, representing internationally recognized artists and serving collectors across the country. Located in the Dallas Design District, the gallery is committed to providing exceptional artwork, outstanding client service, and a world class collector experience.