Gallery Liaison

Who We Are

Job Description

Key Responsibilities

Galleries

• Support the Fair Director in all gallery communications, particularly during the application cycle and in the lead-up to the fair, including targeting, tracking, arranging meetings, and managing follow-up calls and email correspondence.
• Guide and support galleries throughout the application process, and manage the processing of gallery applications.
• Manage all gallery related content, including booth programs, images, artwork highlights, artist CVs, and other materials; ensuring all information is accurate and kept up to date in the lead-up to the fair.
• Organise Selection Committee meetings, manage voting, and coordinate acceptance, rejection, and waitlist notifications.
• Assist the Fair Director and Director of Exhibitor Operations with all contracted exhibitor communications leading up to and during the Fair.
• Maintain and update gallery records in the database; generate statistics and sales reports as required.
• Draft, coordinate, and proofread communications with galleries, including emails, EDMs, newsletters, and printed materials.
• Assist the Fair Director and the Director of Exhibitor Operations with gallery allocations on the floor plan.
• Support galleries and cultural partners in the administrative and logistical planning of their booth design, in collaboration with the Director of Exhibitor Operations and the booth contractor.
• Support the Director of Exhibitor Operations on updating the online exhibitor portal and managing the collection of materials and forms by the deadlines.
• Assist the Director of Exhibitor Operations with the production and distribution of booth plans, ensuring booth designs and orders are received on time.
• Support the Director of Exhibitor Operations on-site at the fair with booths build, booth checks, and act as the main point of contact for galleries.
• Liaise with the Accounting team to provide gallery invoicing details and support galleries with related enquiries.
• Collaborate with multiple departments, including VIP Relations, Marketing, Operations, and Accounting.

Project Management

• Manage project-oriented and administrative tasks in time and on budget.
• Film Sector and Platform Sector (large scale installations)
• Process proposal submissions.
• Work with Fair Director and sector curators on artwork selection, confirmation process, and communication with galleries.
• Work with Director of Exhibitor Operations and Operations Director on sector logistics, venue logistics, install/de-install, and signage.
• Work with Marketing team on promotional content production for the sectors.

Administration

• General office management tasks.
• Administrative coordination and support for the team internationally.
• Assist with the production of the post show report.
• Weekly reports.

Key Requirements

• Bachelor’s degree in a relevant field.
• 3 – 5 years of experience in an art fair, gallery, or equivalent art/event environment.
• Strong organisational and analytical skills with excellent attention to detail.
• Excellent written communication and proofreading skills.
• Professional, service-oriented approach to gallery communications.
• Ability to work effectively under pressure and commit to long hours during the fair period.
• High computer literacy; proficiency in Microsoft Office (Word, Excel, PowerPoint) required.
• Knowledge of CRM systems desirable.
• Experience with Photoshop, MailChimp, and WordPress preferred but not essential.
• Must be eligible to work in Singapore.