Registrar Administration Assistant

Role Overview

The Registrar Administration Assistant will offer vital administrative support to the Head Registrar and the entire Registrar department, contributing to a broad spectrum of operational tasks within a fine arts environment. This position provides excellent opportunity for exposure to the complexities involved in managing fine arts operations, assisting on important initiatives such as exhibitions, insurance handling, loans, consignments, and database administration, while working closely with registrar and operational teams.

Key Duties

• Support the Head Registrar and registrar department with daily operational activities, including maintaining records, scheduling meetings, arranging travel, preparing reports, and managing expenses.
• Ensure artwork records are accurately created and maintained, managing related databases effectively.
• Handle registration of sales and holds promptly and accurately.
• Maintain comprehensive invoice logs, and coordinate with the Registrar team and Accounts Payable to review financial statements.
• Collect, verify, and archive both digital and physical customs documentation and shipping records to guarantee compliance with HMRC guidelines.
• Produce storage reports from the internal database and verify these against monthly supplier storage reports.
• Prepare monthly insurance reports concerning gallery and storage venues.
• Conduct on-site inventory audits to uphold asset accuracy.
• Organize, verify, and file condition reports systematically.
• Assist drafting various documents and correspondence as required.
• Support and maintain relationships with shippers and suppliers by coordinating meetings and managing seasonal corporate gifts.
• Perform miscellaneous tasks as assigned, including preparing release notes, printing artwork labels, and contributing to project support.

Qualifications & Skills

• A Bachelor’s degree preferably in a creative field or substantial relevant professional experience.
• Proficiency in Microsoft Office and Google Workspace applications.
• Exceptional attention to detail with strong organizational abilities.
• Excellent multitasking skills capable of managing diverse, high-volume workloads while adhering to deadlines.
• Effective communication skills and the ability to flourish in a fast-paced work environment.