Operations Assistant New London

Overview
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 over 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 market, 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. Previous experience and a background within the commercial art world is ideal.
We welcome all individuals entering the workforce, those moving into a new stage of their career or vocation, making a change, returning to work, those wanting to learn and grow within the industry, to apply.
About the Opportunity
Operations Assistant
David Zwirner gallery seeks an Operations Assistant for immediate hire. The position is based in London and reports into the Associate Director of Operations. This is a unique and dynamic opportunity for an individual who is looking to learn many aspects of gallery operations.
Responsibilities
Office and Vendor Management:
Assistance with overseeing the smooth running of two locations, Grafton and Dover Street.
Ensuring routine maintenance is booked in, repairs are reported, problem solved and relevant vendors called.
Relevant approval requested from the Associate Director of Operations for costs.
Ensuring both locations are well stocked and presentable at all times.
Dividing the working week between both locations.
Building up good relationships with vendors.
Researching vendors and ensuring we have the best market rates.
Being the point of contact for vendors under the guidance of the Associate Director of Operations, overseeing vendors in the building.
Assisting with the planning of Gallery Projects, e.g. yearly Summer works: compiling a list of works, assisting with the timeline and budget.
Assisting with overseeing the August refurbishment works.
Exhibitions and Events:
Provide support to the Associate Director in the planning of exhibitions and events by:
Assisting with the development and maintenance of the Master Schedule, ensuring it is regularly updated and shared with relevant staff.
Briefing interns on the upcoming exhibition including any VIPS and special requirements.
Supporting meeting preparation including drafting agendas, taking notes, and ensuring timely follow-ups on action items.
Assisting with creating exhibition budgets and reconciling these.
Assisting with Gallery Events, planning and logistics, creating run of shows and setting up meetings with relevant staff members.
Admin Support:
Keeping a track of intern start and end dates and updating the staff benefits company.
Coordinating the internship programme, reminding departments regarding intern end dates and sharing the job descriptions for posting.
Coordinating of intern onboarding and offboarding and overseeing a smooth handover.
Being a point of contact for interns and have weekly check-ins.
Assisting the Associate Director of Operations with any new staff onboarding or staff offboarding. Setting up interviews where applicable and assisting the Associate Director of Operations with the coordination of their onboarding programme including IT setup.
Using Expensify to complete credit card expenses.
Assistance with the creation of the Weekly Staff meeting agenda, preparation for the meeting and taking minutes.
Assisting the Associate Director of Operations with the management of staff events, e.g. summer and Christmas parties.
Keeping a track of staff birthdays and anniversaries, helping with gift ideas.
DZ Private Residence:
Assisting the Associate Director of Operations with the smooth running of the private residence.
Ensuring repairs are logged and fixed immediately.
Ensuring routine maintenance is booked in.
Coordinating cleaners and groceries for guest arrival and departure.
Being an emergency contact for the alarm systems.
Qualifications
The ideal candidate will have at least 2 years related experience or the equivalent.
Ability to time manage and meet deadlines.
Ability to work with multiple teams is required.
Strong attention to detail.
Only qualified candidates will be contacted. Eligibility to work in the UK is essential. Position hours are Monday to Friday, 10 am to 6 pm. Candidates will occasionally need to work additional hours.
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.
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