Administrative & Business Operations Assistant

About Us

Elegant Spaces Atelier is an upscale art studio and curated digital gallery dedicated to bridging the gap between exceptional creative vision and modern spaces. We are currently expanding our footprint by launching a comprehensive, interactive e-commerce platform that will seamlessly integrate a high‑end web storefront, an inspiring design blog, and an immersive gallery portal for collectors and art enthusiasts worldwide.

The Administrative & Business Operations Assistant will play a key role in ensuring smooth studio operations. This position requires strong organizational skills, attention to detail, and the ability to manage multiple tasks efficiently. You will support both administrative and business functions, acting as the backbone of the studio’s day‑to‑day workflow.

• Calendar & Correspondence Management:
  Manage complex calendars, schedule internal and external meetings (virtual and in‑person), and coordinate domestic/international travel logistics (flights, accommodations, itineraries).
• Communication Hub:
  Filter, prioritize, and draft professional correspondence on behalf of the Director/Artist, ensuring timely and articulate communication with collectors, curators, vendors, and partners.
• Document & File Management:
  Maintain a highly organized digital filing system (Drive, Dropbox, etc.) for sensitive documents, contracts, gallery inventory, and artist portfolios.
• Expense & Budget Tracking:
  Process and reconcile expense reports, manage invoices, track project budgets, and liaise with the accounting team.

• Exhibition Logistics:
  Assist in the remote coordination of exhibition preparation, including tracking key deadlines, managing shipping manifests, and coordinating with framers, shippers, and installers.
• Collector Relations (CRM):
  Manage and update the Customer Relationship Management (CRM) database (e.g., Art Binder, Artsy), ensuring accurate records of collector preferences, sales history, and communication logs.
• Sales Support:
  Prepare sales invoices, draft consignment agreements, and coordinate follow‑up materials after sales inquiries.
• Inventory Tracking:
  Maintain an up‑to‑date digital inventory of available artworks, studio projects, and archival pieces, including high‑resolution image files and provenance documentation.

• Material Sourcing:
  Research, locate, and coordinate the purchase and delivery of specialized art materials and studio equipment.
• Virtual Presence Management:
  Assist in maintaining the consistency of the artist's brand and voice across digital platforms (website, social media, press kits).
• Grant & Application Prep:
  Compile and format materials required for grant applications, residencies, and exhibition proposals (CV, artist statements, image lists).
• Team Liaison:
  Act as the primary point of contact between the Director/Artist and the studio assistants, managing task delegation and daily check‑ins.

• Minimum of 1 year experience in an administrative or business operations role.
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and basic digital tools.
• Exceptional written and verbal communication skills. Ability to draft professional emails and engage politely with high‑value sponsors and partners.
• Ability to work independently and collaboratively in a creative environment.
• Detail‑oriented with a proactive mindset.

• Competitive salary commensurate with experience.
• Paid time off and holidays.
• Opportunity to grow within a creative and dynamic studio.
• Exposure to both administrative and operational aspects of a design‑focused business.
• The opportunity to be a foundational part of a growing art and design atelier.
• Supportive team culture that values innovation and efficiency.