Gallery, Auction & Executive Assistant

Join Art Leven as a Gallery, Auction & Executive Assistant—supporting exhibitions, auctions, and daily operations in a leading art space.

Gallery, Auction & Executive Assistant

Full-time | Part-time considered

Location: Sydney (Gadigal Country) Art Leven (formerly Cooee Art)

Art Leven is seeking a versatile and motivated Assistant to join our dynamic team. This is a rare opportunity to contribute across all areas of the business—including gallery operations, auction administration, and director support—within a leading First Nations fine art gallery and auction house.

Start Date: ASAP. Don’t wait to apply—we’re looking to bring the right person on board as soon as possible.

About the Role

This is a hybrid role that supports front-of-house, back-of-house, and executive functions. Working closely with the Director, Gallery Manager, Fine Art Specialist, and Auction team, the Assistant will ensure the smooth running of daily operations and the successful delivery of exhibitions, auctions, and events. You’ll be the go-to person for general coordination and administrative tasks, with an opportunity to develop skills across curatorial logistics, client engagement, and art handling.

Key Responsibilities

Gallery Support

• Greet visitors and ensure a professional and welcoming front-of-house experience
• Assist with exhibition installation, logistics and events coordination
• Respond to phone, email and in-person enquiries with professionalism and care

Auction Support

• Administer Requests for Consignment and liaise with clients on artwork submissions
• Assist with safe handling, storage and movement of artworks for auctions
• Label, condition-check, and catalogue artworks for auctions
• Assist with auction catalogue production and data entry in RFC
• Support existing auction staff with administration to help facilitate auction day operations
• Support post-sale administration, invoicing, and artwork dispatch

 Administrative & Executive Assistance

• Provide general support to the Director including scheduling, document preparation, and communications
• Maintain filing systems and ensure studio, office and gallery areas remain tidy, organised, and secure
• Coordinate with all departments to ensure workflows are consistent and deadlines met
• Booking travel, taking minuets and helping prioritise requests for the Directors time both internal and external
• Finances – Basic accounts book work; paying bills and recording sales in Xero

Key Attributes

• First Nations applicates are encouraged to apply
• Excellent organisational skills and attention to detail
• Strong written and verbal communication
• Comfortable with both administrative and physical tasks
• Experience with artwork catalogue software or willingness to learn systems (Art Galleria, RFC)
• Experience using Xero an advantage but willingness to learn
• An interest in art, especially First Nations art, is highly valued
• Prior experience in a gallery, museum, auction house, or arts organisation is preferred but not essential

Benefits

• Join a supportive and passionate team in a values-led organisation
• Gain hands-on experience across curatorial, commercial and operational facets of the art world
• Work in a unique space that blends gallery, studio and auctions
• Opportunities for professional development and progression