Organization: The Modern Institute
Location: Glasgow, Scotland (across two gallery spaces)
Job Type: Full-time (5 days, Tuesday–Saturday)
Salary: £27,000 per annum
Application Deadline: 2 September 2025
About The Modern Institute
The Modern Institute is an international contemporary art gallery representing established and emerging artists. The gallery presents a year-round programme across two spaces in Glasgow and participates in major art fairs worldwide.
Principal Aim of the Post
The Gallery and Directors’ Assistant provides organized, detail-oriented support across multiple gallery functions, working closely with the Directors. The role is varied and dynamic and requires knowledge of and interest in contemporary visual art.
Principal Duties and Responsibilities
1. Travel Coordination:
- Liaises with directors, artists, and staff regarding travel needs.
- Checks personal points/companion voucher status and coordinates directors’ family travel as needed.
- Coordinates with the travel agent; prepares itineraries and maps.
- Books travel and accommodation for artists’ external projects.
- Plans visiting curator/gallerist schedules.
2. Schedule Management:
- Prepares weekly diary and updates calendars.
- Liaises with office on show dates and confirms Private View times.
- Organizes and schedules meetings for directors.
- Supports directors with personal diaries and bookings on a case-by-case basis.
3. Visiting Curator / Collector Liaison:
- Coordinates with directors regarding visitors to Glasgow and the gallery.
- Provides travel and accommodation recommendations to visitors.
- Prepares itineraries/schedules and liaises with relevant staff.
- Organizes studio visits with The Modern Institute artists.
- Meets visitors and gives exhibition walk-throughs when appropriate and in directors’ absence.
- Books entertainment for visits, including dinners and after-show events.
4. Director Offer Coordination:
- Prepares and sends artist PDF presentation packs.
- Works on interested lists and groups of works to be offered on behalf of directors and sales.
- Liaises with office on database mailing lists.
5. Event Management:
- Sources and books venues; liaises with caterers on menus and requirements.
- Orders drinks and arranges venue decoration.
- Compiles guest lists, distributes invitations, and manages RSVPs.
- Books security and plans after-parties/dinners.
6. Art Fairs / Sales Support:
- Supports preparation and submission of art fair applications.
- Assists with booth planning, budget, travel/accommodation, staffing, catalogues, shipments, VIP lists, and entertainment in consultation with directors.
- Supports art fair online presence (fair websites).
- Assists sales team with pre-fair administration as required.
- Manages artist interested lists; maintains accurate formatting and removes duplicates; coordinates with office to ensure shared systems are followed.
7. Projects:
- Manages assigned projects; provides progress updates and flags decisions requiring directors’ input.
8. Gallery Front of House:
- Greets visitors and discusses exhibitions, the gallery, and artists as needed.
- Opens/closes Aird’s Lane and Osborne Street; invigilates during gallery hours.
- Keeps gallery and office areas presentable; replenishes exhibition documents.
- Assists during exhibition openings and events at both spaces.
- Answers telephones at Aird’s Lane and Osborne Street when present.
- Manages outgoing post and courier shipments as required.
9. Database:
- Catalogues artworks and exhibition archive; maintains accurate, current inventory records for each artist.
- Supports database and archive project updates as required.
10. Office:
- Ensures shared areas remain presentable; replenishes artist/exhibition documents.
- Handles office maintenance, including stationery and supply orders.
How to Apply
Send a CV and covering letter to Susie Simmons at archive@themoderninstitute.com.
Deadline: 2 September.
Image credit: 2025 The Modern Institute/Toby Webster Ltd.
