Esther Schipper is seeking a highly organized, service-oriented, and proactive Gallery Assistant to support the daily operations of our Sales Team and ensure an exceptional visitor and client experience. This role goes beyond traditional front-of-house responsibilities: the Gallery Assistant plays a key part in maintaining the gallery’s professional presentation, coordinating visitor flow, and supporting sales-related administrative processes. The holder of this role will manage the front desk, prepare sales materials, assist with client communication, and help ensure smooth operations during exhibitions, events, and peak periods.

The ideal candidate is reliable, detail-driven, and thrives in a dynamic, international environment at the intersection of art, client service, and organizational support. Evening and weekend work is required, particularly during major art events such as Gallery Weekend Berlin, Berlin Art Week, and exhibition openings. Regular working days are Tuesday to Saturday.

Gallery Profile

Specializing in contemporary art and representing over 50 artists and estates, Esther Schipper has locations in Berlin, Paris and Seoul. While the global team of over 60 employees spreads over locations around the world, the headquarters are located in Berlin, where the core of the operation is managed by both General Managers and their 6 departments.

Representing a diverse roster of international artists, the gallery has built a nearly 40-year legacy of innovation, institutional collaboration, and global engagement. The gallery is committed to presenting groundbreaking exhibitions by leading international artists. Mainly active in the primary market, the gallery represents its artists at all major international art fairs.

There are 8-9 internal exhibitions the gallery produces yearly for its space in Berlin, alongside regular exhibitions for the gallery’s showrooms in Paris and Seoul. The gallery participates in 10-12 international art fairs and supports dozens of external institutional exhibitions worldwide.

Position Summary

The Gallery Assistant role is the entry level position within the gallery’s sales team. Gallery Assistants receive clients and visitors in the gallery and take care of frontdesk and gallery maintenance. Gallery Assistants support the sales team with the preparation of offers, client communications and client relations. Gallery Assistants can also be deployed in other departments of the gallery if required.

Scope of Duties:

Reception and Visitor Services

• Welcome visitors and provide information about exhibitions and artists
• Guide individual visitors or groups through the exhibition when required
• Introduce key guests (e.g., journalists, collectors, curators, museum directors) to gallery leadership and ensure they are well-informed
• Maintain stock of printed materials such as press releases, invitation cards, and stationery
• Monitor the gallery space and promptly report any damages
• Open and close the gallery, including activating and deactivating exhibitions according to protocol
• Answer incoming phone calls and manage inquiries
• Receive mail and parcels, verify contents against delivery notes, and inform recipients
• Prepare and send parcels or mail via courier services
• Update the book selection and assist with book sales in the gallery

Contact Management and Database Maintenance

• Maintain and update the contact database in line with company standards
• Record and categorize new contacts from various sources (guest book, trade fair materials, business cards)
• Monitor and correct bounced emails to ensure data accuracy
• Proactively track personnel changes through newsletters and press releases, including researching relevant individuals when necessary
• Compile project-specific contact lists to support marketing and communication initiatives

Sales Support

• Prepare proposals and offers for the sales team
• Compile project-specific contact lists
• Assist with correspondence with collectors, curators, and other stakeholders
• Conduct research to support sales and client engagement
• Maintain the sales calendar, including art fairs and key event dates
• Prepare work lists and pricing sheets for projects and exhibitions
• Provide general administrative and office support

Support for Sales Administration (Invoice Packages)

• Assemble materials for invoice packages in coordination with the sales team
• Prepare catalogs and related documentation for client deliveries
• Pack and ship invoice packages via mail or courier services
• Assist with preparations for client and internal meetings, including organizing refreshments and supplies

Mailings and Logistics

• Organize book shipments to clients and curators in coordination with Sales Administration
• Manage invitation mailings for internal exhibitions, including email dispatch (RSVP account) and postal deliveries

Supplies and Event Preparation

• Pack and maintain fair supplies and stock (stationery, cleaning materials, books)
• Assist in preparing content for meetings and client visits
• Set up and clear meeting rooms, including refreshments, documentation, and catering as needed
• Take meeting minutes when required
• Support gallery openings and special events

Gallery Maintenance

• Ensure proper opening and closing of exhibitions (lighting, technology) according to protocol
• Maintain order at the front desk, offices, and exhibition spaces
• Replenish displays (texts, flyers, publications) in consultation with the Content Team
• Communicate with the Facility Manager regarding major repairs or cleaning needs

Requirements

• 1-2 years of professional experience in a gallery, museum, or other client-facing administrative role
• Confident, friendly, and professional communication in visitor-facing situations
• Absolute professionalism, discretion, and attention to detail
• Strong interpersonal and communication skills, with a poised and diplomatic demeanor
• Enthusiasm and sensitivity for working in a multicultural, international team
• Highly organized, self-motivated, and calm under pressure
• Full proficiency in English and in German required
• Proficiency in Microsoft Office; familiarity with CRM or database systems is a plus
• Reliable, proactive, and able to multitask in a fast-paced environment
• Ability to work evenings and weekends during events and openings

Working Conditions

Full-time, in-person role based in Berlin

Working days: Tuesday to Saturday, occasional evening availability required for events

Desired start: ASAP/ideally no later than March 2026

Department: Sales

Reports To: Team Lead Sales