Chace People

EA AND ART COORDINATOR FOR PRIVATE OFFICE IN THE ARTS (NATIVE MANDARIN/CANTONESE SPEAKER)

Start Date: Interviewing now for an ASAP start (with handover)
Salary: £55,000-£70,000+ gross p.a. + full package and benefits
Location: London, UK
Contract: Full-time
Additional: Mandarin-speaking, and proficiency in Chinese (Cantonese) is a prerequisite

This exciting new senior support role offers a unique opportunity to work closely with a Principal in the arts, managing both private office and collection-related activities, contributing to philanthropic ventures and global art collection management.

Job Overview for EA and Art Coordinator:

The Chace People team is looking for a pragmatic and organised individual to support the Principal & the Director with scheduling and streamlining workflows. This role involves providing efficient, collaborative, and detail-focused administrative support for the Principal and the Private Office, primarily focusing on the Principal’s professional activities, including a private art collection and associated philanthropic ventures.

Key Responsibilities for EA and Art Coordinator:

Private Office – Management, Scheduling & Travel:

Organise and coordinate meetings across time zones, including personal and digital appointments.
Provide resourceful time management, alerting of potential conflicts and offering flexible, solution-based alternatives.
Support and liaise with Family Office members and household staff, as well as wider teams across the Principal’s different ventures.
Create travel itineraries for the Principal’s professional trips, including; booking hotels, flights, cars, and transfers for the Principal and accompanying staff.
Establish exacting systems for managing personal, financial, and ID documents.
Manage the personal contact database through ArtLogic CMS.
Assist with the provision and organisation of travel visas for the Principal, wider family, and staff, globally and with focus on HK and China.

Art Collection Responsibilities:

Ensure prompt and effective communication with all associated parties alongside the Collection Director.
Update the collection ArtLogic database to maintain precise records including invoices, payment slips, insurance records, and more.
Maintain updated loan and consignment documentation.
Coordinate global collection movements, including preparing pro-formas and liaising with borrowers/consignors.
Manage and record movements and locations of artworks, conducting regular internal audits.
Oversee annual external inventory of the collection with storage providers.
Assist with recording and maintaining installation instructions.
Oversee UK and international artwork shipping and logistics for collection acquisitions, obtaining competitive estimates.
Support the post-acquisition process, including filing artist research, obtaining documentation, and logging offers and market research.
Facilitate restoration, framing, and conservation of artworks as needed, in consultation with the Collection Director.
Develop robust Collection Management policies and procedures with the Collection Director.
Conduct reviews of any missing data and implement strategies to update records.
Facilitate quarterly internal artwork audits with the Collection Director and Finance Director.

Requirementsfor EA and Art Coordinator:

Minimum of 3 years in a comparable role, such as in a Family Office with a collection-management component or in a client-facing role in a commercial art gallery or auction house.
Professional fluency in both English and Mandarin is essential; proficiency in Cantonese is a prerequisite.
Excellent knowledge of Microsoft Outlook, Word, and Excel is essential; experience with ArtLogic and Adobe Creative Suite is highly beneficial.
Proven fiduciary skills and ability to manage schedules are essential.
Discretion, diplomacy, and attention to detail are fundamental to the role.

Additional Information:

This role requires a high level of discretion and the ability to work collaboratively within a dynamic team environment. The ideal candidate will have experience in managing complex schedules, coordinating international travel, and maintaining meticulous records related to art collections.