Gallery Associate

The Gallery Associate supports the daily operations, sales efforts, artist relations, and administrative functions of the gallery. This role is client-facing and detail-oriented, requiring strong communication skills, organization, and a professional presentation aligned with the gallery’s brand and market positioning. Qualified candidates should be highly personable, proactive, and motivated.

Role responsibilities

• Sales and Client Relations Drive revenue and cultivate long-term collector relationships in Doha and internationally by delivering exceptional client service, learning regional and global design trends, utilizing POS systems accurately, and supporting structured sales reporting and logistics coordination.
• Greeting and assisting collectors, advisors, designers, and walk-in visitors
• Providing consistent, professional client engagement both in person and via written correspondence
• Presenting artwork accurately and confidently
• Maintaining detailed and current client records within the CRM system; preparing invoices, consignment agreements, and related sales documentation
• Coordinating shipping, framing, and installation logistics
• Supporting sales initiatives at exhibitions and art fairs
• Conducting timely follow-up communications with prospective collectors
• Maintaining organized records of all sales activities and inquiries

Measures of Success

• Accurate and timely POS transaction processing
• CRM database consistently updated and organized
• Sales documentation prepared without error
• Client follow-up conducted within a couple of hours
• Weekly and monthly sales reports submitted on schedule
• Positive client feedback and professional presentation
• Active participation in events leading to sales engagement

Exhibition & Gallery Operations

• Support the gallery exhibition and commercial curatorial process to the highest professional standards while assisting precise inventory control, effective merchandising presentation, safe artwork handling, and high attention to detail for artwork logistics and local shipping.
• Support all aspects of exhibition planning and execution led by Director and Collections Manager, including artwork intake, condition reporting, checklist preparation, wall label production, and inventory updates
• Assist with installation and deinstallation of exhibitions, ensuring proper handling and care of artworks
• Gallery space must be maintained in a clean, organized, and presentation-ready condition at all times
• Accurate records of inventory, pricing, and exhibition materials will be maintained throughout each day and exhibition cycle

Measures of Success

• Zero preventable artwork damage incidents
• Inventory accuracy always maintained
• Support exhibitions install and deinstall to remain on schedule
• Gallery maintained to high merchandising and visual standards
• Accurate and complete condition reporting
• Assist in successful coordination of shipping without delay or compliance issues

Administrative Support

• Provide organized, detail-driven administrative and POS support—including accurate sales reconciliation and reporting that sustains efficient daily operations and compliant financial documentation.
• Support daily administrative functions including correspondence, record-keeping, documentation management, payment tracking, and file organization
• Artist files, consignor agreements, and contracts will be maintained in orderly digital and physical systems
• Track payments, deposits, and outstanding balances and coordinate relevant documentation with accounting personnel
• Office operations, including supplies and general administrative organization, will be maintained efficiently

Measures of Success

• Accurate daily POS reconciliation
• Monthly sales reports delivered on time
• Organized and accessible contract and artist files
• Minimal administrative or financial documentation errors
• Outstanding payments tracked and reported accurately
• Timely responses to administrative inquiries

Marketing & Communications

• To enhance the gallery’s brand presence within Doha’s cultural landscape and abroad by supporting consistent marketing execution, aligning communications with contemporary local and international design sensibilities, and actively participating in gallery events and community engagement.
• Support marketing initiatives by preparing and scheduling social media content
• Updating website inventory and exhibition pages
• Coordinating artwork photography documentation
• All marketing materials must align with the gallery’s brand voice and visual standards
• Ensure artwork images, captions, and pricing information are accurate prior to public outreach

Measures of Success

• Consistent and timely social media execution as led by Director
• Accurate website inventory updates as approved by Collections Manager
• On-schedule distribution of marketing materials
• Professional support during events and openings
• Organized guest lists and event coordination
• Strong visual presentation aligned with gallery brand

Artist & Vendor Coordination

• Maintain professional and proactive coordination with artists, designers, vendors, and logistics partners—both locally and internationally—ensuring timely reporting to Director and Collections Manager.
• When necessary, coordinate communications between the gallery and represented artists, ensuring smooth management of shipments, payments, inventory documentation, and exhibition logistics.
• Liaise with framers, installers, art handlers, and shipping vendors to ensure timely and professional execution of services.
• Artist reports and sales summaries will be prepared accurately and delivered in a timely manner.

Measures of Success

• Timely processing of artist payments
• Accurate preparation of artist sales reports
• Efficient vendor scheduling and coordination
• On-time shipment and return of artworks
• Professional communication with artists and service providers
• Positive and ongoing working relationships with key vendors

Qualifications

• Bachelor’s degree in Art History, Fine Arts, Arts Administration, or related field preferred
• 1–3 years of experience in a commercial gallery, luxury retail environment, auction house, art advisory, design showroom, or similar client-facing setting preferred
• Flexibility required for evenings and weekends for exhibition openings, VIP previews, art fairs, and special events
• Availability during installation and deinstallation periods
• Experience in sales support, retail operations, or hospitality within a high-end environment is an asset
• Familiarity with the Middle East art and design market is advantageous
• Awareness of contemporary local and international art and design trends
• Proven record of developing and maintaining positive client relationships
• Ability to work within a team and independently with limited supervision
• Ability to exercise considerable independent judgement, action, tact and initiative
• Effective time management skills and the ability to multi-task the various responsibilities inherent in this position
• Excellent oral and written communication skills
• Ability to lift 12 kgs
• Fluent English required; Arabic is an advantage

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