Gallery Coordinator

Heritage Auctions•Irving, TX

58m•Onsite

About The Position

The Gallery Coordinator is responsible for managing the scheduling, setup, and execution of gallery exhibits, previews, and events. This role ensures seamless coordination between departments, vendors, and building operations to create engaging and well-organized exhibitions. The Gallery Coordinator will oversee event logistics, including catering, security, IT needs, and marketing materials, while maintaining the gallery space and ensuring a high-quality experience for guests and clients.

Requirements

1+ years of related experience, preferred
Proficiency in Microsoft applications, specifically Outlook and Excel
Ability to multitask and pay great attention to detail
Individuals must be comfortable lifting to 50 pounds

Responsibilities

Coordinate the Gallery and local off-site exhibits with departments
Schedule gallery/event space
Schedule catering
Create floor plans
Coordinate setup needs with Building Operations
Coordinate setup needs with IT
Coordinate Marketing materials
Assist departments with exhibit installation
Create SOE (Schedule of Events)
Work with the security team to ensure proper security measures are taken during gallery previews and events
Make sure all high-value items are removed from the gallery each night
Schedule receptionists and maintenance staff for after-hours events
Oversee Previews and Events
Assist with exhibit installation and removal
Set up catering and refreshments, and refill as needed
Ensure department needs are addressed during the preview or event
Assist guests and clients as needed
Act as a Security Lead – ensure that security protocols are being followed
Maintain the gallery calendar
Make sure all previews and events are on the gallery calendar
Maintain the gallery
Make sure the gallery is presentable
Schedule cleaning and maintenance work when needed
If no maintenance work is needed and no scheduled previews, create an exhibit with upcoming auction items
Keep inventory of supplies
Manage preview and event expenses
Keep records of costs associated with previews and events
Assist other departments when needed