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Administrative Support Specialist

2 weeks ago

Hong Kong, Central and Western District, Hong Kong SAR China White Cube Full time
Key Responsibilities:
  • Sales Administration:
    • Draft formal client correspondence for artwork proposals, art fairs, and exhibition previews as required.
    • Create bespoke offer packs and PDFs with artwork details.
    • Translate artwork information as required.
    • Assist with sending out artwork information packs, invoices, and catalogue mailouts, including collating, mailing, tracking in database, printing glossy images, etc.
    • Oversee the preparation of client lists such as call lists, offer lists, contact lists for events, email, and catalogue mailouts, and update information on the database.
    • Assist with management and maintenance of client database.
    • Assist with client and artwork research as instructed.
    • Act as the point of contact for clients by phone, email, and in person as required.
    • Inform all relevant departments of transactions (Finance Registrars, Partners).
    • Organize the hang of artworks for client viewings, communicating and liaising with internal staff (warehouse/technical) and external companies to ensure the hang is executed.
    • Assist and support in maintaining good-working relationships with new and existing clients.
    • Work flexible hours during international travel as required.
    • Attend regular internal training sessions as required.
    • Assist with submitting credit and cash expenses in a timely manner.
    • Book cars & couriers as requested.
    • Pass invoices for purchases made within 48 hours of receipt of invoice.
    • Work at gallery's exhibition openings and external events.
    • Attend internal meetings (Sales and Admin) and minute as required.
    • Manage all travel bookings alongside individual T&E budget and assist with submission quarterly ensuring budget is not exceeded and company guidelines are adhered to.
    • General duties (diary management, etc.).
    • Act as cover for Sales Administrators during annual and sick leave.
    • Ad hoc duties as assigned.
  • Sales Team Administration:
    • Art Fair Coordination - Projects as assigned.
    • Front Desk Support - Welcome walk-in clients, answering questions and forwarding to colleagues as appropriate. Offer coffee & tea to clients.

Requirements:
To be successful in this role, you should have:

  • Excellent communication and interpersonal skills.
  • A strong command of both Chinese and English.
  • At least two years of work experience in sales administration or a related field.
  • Strong analytical and problem-solving skills.
  • Excellent organizational abilities.
  • Ability to work effectively under pressure and multitask.