Assistant to the Directors

Please send a CV and Cover Letter to Lynsey – financemanager@themoderninstitute.com

Application deadline is October 26th 2021 at 5pm
Successful applicants will be invited for interview – due to the number of applications only successful candidates will be contacted
Salary: Negotiable DOE

The Modern Institute is a Glasgow based international contemporary art gallery. It represents, exhibits and promotes the work of 49 artists based in the UK and Internationally. The Modern Institute programs multiple exhibitions a year in its own gallery spaces and helps organise numerous other exhibitions in Museums and private galleries on behalf of its represented artists. The Modern Institute also participates in international art fairs throughout the year.

We are looking for an organised individual to join our team, this is a varied role working with artists on many different aspects across the gallery.

1. Travel Coordinator
• Liaising with directors, artists regarding travel needs
• Checking personal points/companion voucher status
• Liaising with travel agent
• Putting together itineraries / maps
• Booking travel / accommodation for artists external projects
• Visiting curator/gallerist schedules

2. Schedule Management
• Prepare weekly diary
• Calendar updates
• Liaise with office re show dates and confirm Private View times
• Organise and schedule meetings for directors
• Support directors with personal diaries and bookings on a case by case basis

3. Visiting Curator / Collector Liaison
• Liaise with directors about visitors to Glasgow / the gallery
• Provide travel / accommodation recommendations to visitors to the city
• Prepare itineraries / schedules for visiting curators / collectors and liaise with appropriate staff member
• Organise studio visits with TMI artists
• When appropriate (in the absence of directors) meet visitors and show them around current gallery exhibitions
• Book entertainment e.g. dinners and after show parties

4. Director Offer Coordination
• Prepare and send PDF presentation packs on artists
• Work on interested lists and groups of works to be offered on behalf of the directors and sales department
• Liaise with office on database mailing lists

5. Event Manager
• Finding / booking venues
• Booking / liaising with caterers re menu / requirements
• Booking caterer hire
• Ordering drinks
• Booking entertainment
• Arranging decoration of venue
• Putting together guest lists
• Distributing invitations
• Managing RSVP lists
• Booking security
• Arranging after party / dinner

6. Art Fairs / Sales
• Prepare / submit applications for all art fairs in which the gallery participates
• Oversee production/booth planning in discussion with the gallery directors, manage art fair budget, travel / accommodation, staffing, catalogue, shipment, VIP lists and entertainment.
• Manage art fair related online presence (Fair website)
• Prepare / Manage – pre-fair administration with sales team where required
• Travel to art fairs to assist and oversee the installation / de-installation of the booth and represent the gallery where required
• Oversee post-sales administration during fair with sales team
• Add new contacts to database / make sure existing contacts are updated with new contact information / artist interest
• Manage artist interested lists – review regularly to ensure formatting is correct and duplicates are removed. Liaise with office to make sure that everyone is aware of the system to avoid loss of information.

7. Projects
• Manage projects – as assigned by directors
• Provide updates on progress / liaise with directors’ regarding decisions that require their input
• Manage budgets associated with projects – ensure that costs incurred by the gallery are re-charged as and when appropriate