Exhibitions Assistant

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Somerset House Trust

Location: London, UK (Hybrid)
Position Type: Permanent – Full Time
Salary: From £27,000 per annum
Application Deadline: March 24, 2025

Somerset House Trust, the home of cultural innovators, is seeking a proactive and enthusiastic Exhibitions Assistant to join our small, dedicated team. As part of our “Step Inside, Think Outside” spirit, we connect creativity with the broader society, fostering diversity, inclusion, and sustainability in the arts.

About the Role

You will support the Exhibitions Team in the delivery of our exhibitions programme by assisting Exhibition Managers, Curators, and the Technical Production team with a range of administrative and organizational tasks.

Key Responsibilities

Exhibition Organisation and Delivery:
- Input, monitor, and update information regarding artworks and key stakeholders in databases, spreadsheets, and bespoke applications.
- Liaise with lenders, artists, and others for loan paperwork, insurance valuations, display, and packing requirements.
- Gather photographic and digital material, coordinate with agencies, and manage reproduction rights for in-gallery, publication, and online use.
- Collate worklist information for internal teams and external stakeholders.
- Assist in planning, installation, and takedown of exhibitions (e.g., framing, condition checking, interpretation installation).
- Source materials for installations by researching suppliers and obtaining quotes.
- Perform occasional courier and registrarial duties.
Administration:
- Organise travel arrangements including tickets, hotels, per diems, and hospitality.
- Execute general administrative tasks such as filing, scanning, photocopying, collating, and mailing.
- Schedule and organise meetings, book meeting rooms, prepare agendas, and take minutes.
- Assist in planning and delivering private views and other events.
- Process orders, receipts, and invoices, supporting budget monitoring.
- Liaise with internal teams to acquire and circulate information.
Additional Duties:
- Create and maintain PDF documents (e.g., artist overviews, exhibition materials, sales offers).
- Manage exhibition photography and digital image archives.
- Maintain artwork and contact databases.
- Ensure a well-presented gallery space for smooth day-to-day operations.

Requirements

Experience in a similar role or a setting with transferable skills.
Proven ability to manage logistical and administrative responsibilities effectively.
Proficiency in Adobe InDesign and Photoshop, as well as Microsoft Excel and Word.
Familiarity with database platforms (e.g., ArtLogic); knowledge of Artsy, Mailchimp, and Canva is a plus.
Experience in handling, packing, and installing artworks.
A strong passion for contemporary art and an understanding of the broader cultural context.
Excellent written and verbal communication skills, with exceptional attention to detail.
Strong time management skills, efficiency, and adaptability in meeting deadlines.
Ability to work independently while being a collaborative team player.
Willingness to learn and take initiative.

What We Offer

Mental Health & Wellbeing:
- Access to our external Employee Assistance Programme (CiC) for free, confidential advice and support, including up to 6 free counselling sessions per year.
- In-house mental health support from trained Mental Health First Aiders.
- Hybrid working options based on 3 days per week in the office (pro rata if part-time) and contributions toward eye tests and glasses.
- Trust life insurance scheme.
Holiday & Leave:
- Enhanced annual leave – 25 days plus bank holidays (pro rata).
- Additional birthday leave and a celebration day of your choice.
Other Leave:
- Sick leave with full and half pay (subject to service requirements).
- Emergency dependent care leave (using 25% of paid sick leave).
- Enhanced maternity pay.
Pension & Benefits:
- 8% employer pension contributions (after 3 months employment), with options for salary sacrifice, interest-free loans, a season ticket loan, and participation in the Cycle to Work scheme.
Discounts and Perks:
- Free tickets to Somerset House events and access to other London Heritage sites.
- Discounts at Somerset House cafés, restaurants, retail outlets, and local leisure centres.