L.A. Louver

Los Angeles, CA

L.A. Louver is seeking a highly organized and detail-oriented self-starter with excellent communication skills to join our great team as a Gallery Receptionist. The ideal candidate will enjoy interacting with the public as the first point of contact for the gallery, as well as working closely with gallery directors to efficiently execute administrative tasks and coordinate on their behalf. This position demands superb judgment, poise and dedication.

Duties and Responsibilities

Gallery Administration and Front Desk Duties

Ensures seamless coverage of Front Desk

• Answers, routes and logs incoming telephone calls
• Greets, announces and logs gallery visitors
• Monitors, responds to and distributes general mailbox email

Contacts/Calendars

• Updates contacts in database to ensure accuracy
• Maintains general gallery calendar, tracking special events

Ensures optimum organization of all Front Desk operations

• Updates and stocks exhibition lists and artist information
• Maintains and orders office supplies
• Works with various administrative and shipping vendors
• Responsible for reconciliation of general, parking and catalogue petty cash

Staff Meetings

• Takes and distributes weekly Staff Meeting minutes

Correspondence Filing

Mail/Publications

• Manages incoming and outgoing mail
• Oversees physical and electronic mailing projects
• Oversees all aspects of inventory, sales and order fulfillment of publications
• Facilitates, tracks and reconciles sales of publications, fulfilling orders placed both in person and via online outlets

Openings/Special Events/Hospitality

• Manages RSVP lists and event registration
• Assesses equipment needs, reserves and coordinates rentals
• Confirms parking arrangements
• Coordinates appropriate hospitality for directors, staff lunches and group visits
• Coordinates preparation of gallery condo for artist and visitor stays
• Reviews and approves vendor contracts, and ensure correct payment/invoice processing

Administrative and Personal Assistant Duties

• Provides administrative and operational support to Directors Scheduling/Correspondence
• Coordinates appointments, events and meetings
• Generates correspondence as directed Travel coordination
• Organizes travel arrangements, working both independently and with travel agent
• Researches travel options and cultural events
• Creates detailed travel itineraries
• Tracks, reconciles and reports travel spending General personal assistant duties as required

QUALIFICATIONS

• Associate’s/Bachelor’s degree
  • Interest in and knowledge of contemporary art and art history required
  • Two years of administrative, PA or related assistant/support experience 
  • Fluency in MS Office / G Suite 
  • Proficiency with ArtBase, FileMaker Pro or other database software a plus 
  • Proficiency with Adobe Acrobat Pro and Creative Suite programs 
  • Ability to lift 25 pounds

TERMS AND BENEFITS

This is a full-time, salaried staff position. L.A. Louver provides a robust benefits package, including medical/dental/vision/life insurance, paid vacation and holidays, and a pension plan. (Plus, our team is awesome.)

Please send a cover letter and resume in PDF format to [email protected]

No phone calls, please. Qualified candidates will be contacted directly.

No relocation assistance is available. Candidate must be legally eligible to work in the U.S.