Job Summary: The Gallery Secretary plays a vital role in the daily operations of the gallery, providing administrative and clerical support to ensure the gallery runs smoothly. He is responsible for coordinating communication, managing schedules, assisting with exhibitions, and providing exceptional customer service to visitors and clients. More preference would be given if he has experience in marketing, is passionate about working in the arts sector and can identify growth opportunities for the institution. Key Responsibilities: Administrative Support: Manage and maintain the gallery's calendar, scheduling appointments, meetings, and events. Answer phone calls, emails, and in-person inquiries with a professional and courteous demeanor. Organize and maintain gallery files, records, and databases. Draft and prepare correspondence, reports, and documents as needed. Client and Visitor Interaction: Greet visitors and clients, providing them with information about the gallery’s exhibitions, events, and artists. Provide high-level customer service and support during gallery openings, events, and private viewings. Coordinate tours for visitors and assist with any special requests or inquiries. Exhibition and Event Coordination: Assist with the planning and execution of exhibitions, events, and installations. Coordinate logistics for artwork transportation and installation. Support the marketing team with promoting events, creating and distributing promotional materials. Inventory and Artworks: Maintain records of artworks, including detailed descriptions, pricing, and status updates. Assist in handling inventory, artwork documentation, and condition reports. Ensure artworks are properly stored and managed during exhibitions. Financial and Accounting Support: Process payments, sales, and invoices related to gallery transactions. Assist with budgeting and financial record-keeping for gallery operations. General Gallery Maintenance: Ensure the gallery space is clean, organized, and welcoming for visitors. Assist with setting up and breaking down exhibitions and events. Marketing: Monitor ongoing campaigns and ensure staff are meeting deadlines and complete necessary tasks. Analyse data to evaluate the success of marketing efforts and develop new ideas to improve brand marketing and exposure. Brainstorm ideas for new campaigns and devise effective strategies. Coordinate promotional activities for painting orders, sales and/or rental of paintings and admissions for our Kalaikudam and College. Skills and Qualifications: Excellent oral and written communication skills. Excellent interpersonal and customer service skills. Strong organizational skills with the ability to prioritize and manage multiple tasks. Proficiency in office software, including Microsoft Office Suite or similar. Experience with basic bookkeeping or financial management is a plus. Knowledge or interest in art and contemporary exhibitions is preferred. Ability to work independently and as part of a team. High attention to detail and accuracy. Education and Experience : Additional education in art, administration, or a related field is desirable. Master / Bachelors (well versed in Hindi and English Language ) Experience in administrative or secretarial roles preferred. Work Environment: This role will be based in a gallery setting, with a mix of office duties and customer-facing responsibilities. Ability to work flexible hours, including evenings and weekends, during events and exhibition openings. Must-haves: Laptop Two-wheeler Speak with the employer: +91 9381024002 Job Type: Full-time Pay: Up to ₹30,000.00 per month Benefits: Cell phone reimbursement Paid time off Schedule: Day shift Fixed shift Supplemental Pay: Overtime pay Ability to commute/relocate: Chennai, Tamil Nadu: Reliably commute or planning to relocate before starting work (Required) Application Question(s): Your age Experience: Management: 3 years (Required) Language: Tamil, English, Hindi (Required) Work Location: In person
The Gallery Secretary plays a crucial role in the day-to-day operations of the gallery, offering essential administrative and clerical support to ensure the gallery functions seamlessly. Your responsibilities include coordinating communication, managing schedules, assisting with exhibitions, and delivering exceptional customer service to visitors and clients. If you have a background in marketing, a passion for the arts sector, and the ability to identify growth opportunities for the institution, your application will be prioritized. You will be responsible for managing and maintaining the gallery's calendar by scheduling appointments, meetings, and events. Additionally, you will handle phone calls, emails, and in-person inquiries in a professional and courteous manner. Organizing and maintaining gallery files, records, and databases, as well as drafting correspondence, reports, and documents as needed, are also part of your administrative support tasks. Interacting with clients and visitors is a key aspect of the role. You will greet visitors and clients, provide information about the gallery's exhibitions, events, and artists, and offer high-level customer service during gallery openings and events. Coordinating tours for visitors and assisting with special requests or inquiries will be part of your daily tasks. You will assist in planning and executing exhibitions, events, and installations, coordinating logistics for artwork transportation and installation. Supporting the marketing team with event promotion and the creation and distribution of promotional materials is also essential. Maintaining records of artworks, assisting with inventory management, and ensuring proper storage and management of artworks during exhibitions are part of your responsibilities. Financial and accounting support tasks include assisting with budgeting and financial record-keeping for gallery operations. General gallery maintenance duties involve ensuring the space is clean, organized, and welcoming for visitors, as well as assisting with exhibition and event setup and breakdown. In terms of marketing, you will monitor campaigns, evaluate their success, and develop new strategies to enhance brand exposure. Required skills and qualifications include excellent communication and interpersonal skills, strong organizational abilities, proficiency in office software, and the capacity to work independently and as part of a team. An interest in art and contemporary exhibitions is preferred, along with attention to detail and accuracy. Additional education in art, administration, or a related field is desirable, along with experience in administrative or secretarial roles. The work environment will be a gallery setting with office duties and customer-facing responsibilities, requiring flexibility in working hours, including evenings and weekends during events and exhibition openings. This full-time position offers cell phone reimbursement, paid time off, and requires reliable commuting or planning to relocate to Chennai, Tamil Nadu. A laptop and two-wheeler are essential for this role, and fluency in Tamil, English, and Hindi is required. Management experience of 3 years is necessary, and proficiency in Microsoft Office Suite or similar software is expected.,