Salary: $60000 – $70000 (Annual), commensurate with experience
Benefits: Health + dental insurance, life insurance, paid vacation and holidays, 401k retirement eligibility after one year of employment
Application deadline: 03/23/2026
Gallery Coordinator
The Gallery Coordinator at Hales New York is an essential administrative and logistical role that supports the smooth day-to-day operations of the gallery and coordinates logistics across exhibitions, art fairs, and related projects. Working closely with Directors, Registrars, production teams, and external vendors, the position helps ensure that gallery operations and projects are organized and executed efficiently
Benefits: Health + dental insurance, life insurance, paid vacation and holidays, 401k retirement eligibility after one year of employment.
Schedule: This is a full-time position with regular working days Tuesday – Saturday,10am – 6pm with occasional extended hours for openings and events
Location: 547 West 20th Street, New York, NY10011
Key responsibilities include but are not limited to:
Daily Gallery Operations:
- Support Hales New York team in all aspects of day-to-day running of gallery.
- Facilitate timely opening and closing of the gallery, ensuring the gallery is fully resourced and presentable at the start and end of each day.
- Maintain press releases on front desk
- Oversee front desk administration, including answering telephones, greeting guests with friendly and professional demeanor, directing inquiries and deliveries, facilitating book sales and shipments.
- Oversee general gallery maintenance and related vendors
- Data entry in gallery databases (OneNote and ArtLogic), including visitor counts, contact and mailing list updates
- Maintain internal gallery guide (OneNote) with protocols and guidelines
- Promote and maintain productive relations as an ambassador for the gallery
Logistics and Production
- Diligently maintain the gallery’s artwork database (Art Logic) including artwork specifications; production information and costs; condition images and reports; location and transport records; availability changes; consignment and loan dates; exhibition and publication history.
- Collaborate with offsite registrars and serve as on-site point of contact for shippers, prep and file all release/receipt paperwork.
- Support exhibition production, building timelines and tracking expenses
- Produce 3D renderings (SketchUp) of exhibitions with guidance from Directors
- Oversee the production of exhibition vinyl
- Coordinate with freelance photographer for artwork documentation
- Process and save all artwork and installation images (PhotoShop)
- Coordinate exhibition opening nights and other gallery events, including coordinating with related vendors
- Support Directors in coordinating production jobs, such as artwork framing, corresponding with vendors and gathering estimates.
- Provide administrative support to registrars for incoming and outgoing loan and consignment agreements
Art Fair Applications and Planning
- Assemble and submit application materials, with guidance from Directors
- Produce 3D renderings (SketchUp) of booth layouts with guidance from Directors
- Liaise with fair production teams on all logistical aspects of the fair
- Create and manage timelines for logistics and sales materials
- Ensure onsite teams have all the materials they need for a successful fair
Sales Materials and Support
- Create press release and sales PDFs (inDesign) and private view links (Art Logic)
- Support sales team with post sale administration and logistics
Requirements:
- Bachelor’s degree
- Experience in an art gallery (or adjacent) setting in a key administrative or logistics roll
- Excellent written and oral communication
- An acute attention to detail; ability to multi-task and prioritize efficiently
- Extensive proficiency with Apple products, Microsoft programs and Adobe programs (InDesign and Photoshop) is essential.
- Proficiency with SketchUp for 3D rendering
- Experience with ‘Art Logic’ database systems or similar is preferable though not essential
Hales Gallery is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religions, marital status, disability, age, gender, sexual orientation, gender identity or expression, national origin, or any other status protected under federal, state or local law.
How to apply
Please submit a cover letter and resume to jobs@halesgallery.com, stating the job title in subject line.
