Gallery Associate

Japan Society, Inc • New York, NY

2d • $60,000 - $65,000 • Hybrid

About The Position

Japan Society seeks a bilingual Gallery Associate to support the operational and administrative infrastructure of our world-class exhibitions. Reporting directly to the Senior Gallery Manager, this role is the operational engine of the gallery team, ensuring seamless coordination across installations, guest relations, and daily administration.

Requirements

• Bachelor of Arts (BA) required.
• 1 to 3 years of professional administrative experience.
• Complete bilingual fluency in Japanese and English (written and verbal).
• Exceptional organizational capacity and technical proficiency to manage complex logistical systems and high-volume workflows.
• A demonstrated ability to problem-solve, act with discretion, and execute tasks accurately within a fast-paced team environment.
• Applicants must possess full, independent authorization to work in the United States and the ability to maintain this status.
• Japan Society does not provide visa sponsorship.
• We actively participate in E-Verify to confirm employment eligibility.

Nice To Haves

• A degree in Art History, Museum Studies, Arts Administration, Asian/Japanese Studies, or a closely related discipline is strongly preferred.
• Prior exposure to gallery administration, exhibition coordination, or registrar support is a significant advantage.

Responsibilities

• Assist with the physical installation and deinstallation of exhibitions.
• Conduct condition reports for both incoming loans and the permanent collection.
• Maintain critical archival frameworks, including exhibition master checklists, loan agreements, and the art collection inventory Masterfile.
• Prepare and process essential operational documents, including house calendar, box office, and Ticketure forms.
• Update gallery webpages via Squarespace and assemble digital assets for programs.
• Take detailed meeting minutes, process staff expense receipts, and manage the project code list.
• Coordinate comprehensive travel itineraries for gallery guests, including booking flights, hotel accommodations, airport transport, and processing per diems or honoraria.
• Collate VIP and complimentary ticket lists.
• Serve as a frontline representative to coordinate gallery tours, press events, and exhibition opening receptions.

Benefits

• A 10% employer contribution to your 403(b) (no employee match required).
• 15 vacation days, 10 sick days, 11 paid holidays, and Summer Fridays (paid days off during July and August).
• Comprehensive Oxford medical, Guardian dental, and VSP vision.
• Three days in-office (Tuesday–Thursday) and two days remote (Monday and Friday).

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level