Gallery Assistant

About the Role Gajah Gallery is seeking a highly organised, proactive, and resourceful Gallery Assistant to support the Gallery Director in the day-to-day operations of the gallery. This role is suited to someone who thrives in a fast-paced, detail-oriented environment, is comfortable managing competing priorities, and can exercise sound judgement and initiative — particularly when working independently. The successful candidate will be entrusted with confidential information and is expected to always handle all matters with professionalism and discretion. This position is open to Singaporean Citizens and Permanent Residents only. Candidates requiring work pass sponsorship will not be considered for this role. Key Responsibilities Administrative& Secretarial Support Provide comprehensive administrative support to the Gallery Manager and Gallery Owner. Manage calendars, schedule appointments, coordinate meetings, and arrange travel (including accommodation and itineraries). Prepare, proofread, and manage correspondence, reports, presentations, and meeting materials. Maintain organised and up-to-date filing systems for physical and digital records, including confidential documents. Track tasks and deadlines across ongoing projects; proactively follow up to ensure timely completion. Gallery Operations Coordinate internal and external communications with artists, collectors, institutions, and partners on behalf of the Gallery Director Assist in the planning, coordination, and execution of exhibitions, events, programmes, and special projects. Support procurement, vendor liaison, and general office administration. Assist in maintaining gallery inventory records and related documentation as required. Identify and resolve day-to-day operational issues with minimal supervision; escalate matters appropriately when required. General Undertake ad hoc duties and projects as assigned by the Gallery Director Maintain strict confidentiality in all matters relating to the gallery, its artists, clients, and business affairs. Requirements Essential Diploma or Bachelor’s degree in Arts Management, Business Administration, Communications, or a related field. Minimum 1–2 years of relevant experience in an administrative, executive assistant, or arts/gallery support role. Exceptional organisational and time management skills, with demonstrated ability to manage multiple priorities under pressure. Excellent written and verbal communication skills in English. High degree of professionalism, discretion, and attention to detail. Strong initiative and problem-solving ability; able to work independently with minimal direction. Proficient in Microsoft Office Suite and Google Workspace. Preferred Familiarity with design software (e.g. Adobe Creative Suite) and/or CRM systems. Prior experience in an art gallery, auction house, arts organisation, or cultural institution. Genuine interest in and knowledge of contemporary art. Additional Information Dress Code Smart Casual Please Note The role requires in-person attendance at the gallery. Hours may occasionally extend beyond standard working hours during exhibition openings, art fairs, or events. No overtime pay will be provided for such hours; time off in lieu may be arranged at management’s discretion.