Executive Assistant

David Zwirner•New York, NY

12d•$60,000 - $65,000•Onsite

About The Position

David Zwirner is seeking an Executive Assistant to support the Chief Digital Officer (CDO), with additional administrative support for Digital leadership. This role combines executive administrative support with day-to-day coordination across the gallery’s digital, technology, and data teams. The ideal candidate is highly organized, resourceful, and proactive, with strong judgment and the ability to anticipate needs, manage competing priorities, and follow through consistently. This is an opportunity for someone interested in the intersection of contemporary art, technology, and business operations who takes pride in helping an executive and their teams work effectively. Candidates must be diligent, extremely organized, and possess excellent time management and communication skills.

Requirements

At least two years of relevant administrative, executive support, or coordination experience.
A bachelor’s degree or equivalent combination of education and professional experience.
Demonstrated reliability, accuracy, and ability to prioritize in a fast-paced professional environment.
Ability to work on site five days per week.
A proactive approach to problem-solving and flexibility to work on special projects outside standard business hours as requested.
Exceptional attention to detail and the ability to manage multiple deadlines without losing track of outstanding commitments.
Sound judgment and professionalism when handling confidential business, personnel, and other sensitive information.
Excellent written and verbal communication skills, with the confidence and tact to work effectively with colleagues at all levels.
A proactive, solutions-oriented approach; the ability to work independently, clarify priorities when needed, and respond calmly to changing demands.
Proficiency with Google Workspace, including Gmail, Calendar, Docs, Sheets, and Drive, and the ability to learn new systems quickly.
Proficiency with AI tools such as Perplexity, Claude, ChatGBT for research, drafting, summarizing information, and improving day-to-day workflows. Ability to verify outputs for accuracy and exercise sound judgment when handling confidential information, in accordance with gallery policies.
An interest in contemporary art and in how digital tools and technology support the work of a gallery.

Nice To Haves

Study in art history, art business, design, technology, or a related field is a plus.
Familiarity with Notion, Jira, and Slack is a plus.

Responsibilities

Provide comprehensive administrative support to the CDO, including calendar management, scheduling, and maintaining daily task, call, and follow-up lists. Anticipate scheduling conflicts, protect time for priority work, and adjust plans as needs change.
Provide additional administrative and coordination support to members of Digital leadership, including scheduling, meeting preparation, travel, expenses, and follow-up, with priorities aligned with the CDO.
Schedule internal and external meetings across time zones; prepare agendas, briefing materials, and supporting documents; and capture notes and action items as requested. Track follow-ups and flag outstanding items for the CDO.
Arrange domestic and international travel, prepare detailed itineraries, coordinate changes, and submit accurate expense reports in a timely manner.
Draft and organize routine correspondence, presentations, and meeting materials. Communicate professionally with colleagues, external partners, and vendors on the CDO’s behalf, as directed.
Support the logistics of team meetings, staff trainings, new-tool rollouts, and internal events, including scheduling, materials, communications, and expenses.
Submit invoices, maintain supporting documentation, and coordinate with the gallery’s Finance team to track payment status and resolve administrative issues.
Maintain organized files, shared documents, contact lists, and administrative trackers, ensuring that information is accurate and readily accessible to the appropriate team members.
Serve as a reliable administrative point of contact between the CDO, their teams, and colleagues throughout the gallery. Help route requests, coordinate responses, and keep stakeholders informed.
Assist with research, document preparation, and special assignments as requested by the CDO.
Ad hoc projects as needed.