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Gallery Administrative Assistant

2 weeks ago

Dundas, Canada Carnegie Gallery Full time

**Administrative Assistant**
**Carnegie Gallery / Dundas Art and Craft Association**

**Terms of Employment**: Part-time Permanent. Must be able to work weekends. Approximately 18 hours per week, with some flexibility to negotiate hours.

**Typical Work Hours**:
Fridays and Saturdays, 10:00 am - 5:00 pm
Sundays, 12:00 pm - 4:00 pm

**Exhibition Installation Week Schedule (typically the first week of each month)**:
Tuesdays, Wednesdays, and Saturdays, 10:00 am - 5:00 pm
Fridays (Opening Reception), 7:00 pm - 9:30 pm
Sundays, 12:00 pm - 4:00 pm

The Carnegie Gallery is a nonprofit gallery and shop in Dundas, Ontario. The Gallery Shop features a vast array of fine art and craft that its regional Artist Members created. The Gallery Exhibition space showcases art and craft created by contemporary Canadian artists with exhibitions changing monthly. We also offer various educational programs, like lectures, children’s art classes, bus trips, and fundraising events like our Carnegie Concert Series and Secret Gardens Tour.

**Responsibilities (Reporting to the Administrator & Curator)**
- **Gallery Operations & Administration**_
- Provide customer service by greeting visitors
- Collect and forward selected invoices to the external bookkeeper
- Oversee daily sales, including transactions, refunds, gift certificates, and exhibition sales
- Administer e-commerce orders: confirm purchases, pack items, and arrange for pickup
- Manage inventory intake: verify tags, review stock sheets, and upload data to the POS system
- Assist with POS inventory maintenance to ensure data accuracy
- Oversee stock management: organize storage and request stock from artist members
- Oversee the presentation space by managing inventory display, rotation, and upkeep.
- Assist with product photography and updating details on the e-commerce site as needed.
- Assist with monthly membership mailings
- Manage promotional displays by arranging posters, invitations, and signage throughout the gallery
- Print and maintain forms such as sign-ups, checklists, logs, and renewals.
- Submit monthly reports detailing visitor traffic, sales activity, and settlement statistics
- **Exhibition Assistance**_
- Assist with the installation and de-installation of exhibitions during the opening week
- Prepare wall labels and exhibition signage as directed by the Curator
- Support unpacking, preparation, and repacking of artwork as required
- Assist with cleaning, repairing, or repositioning gallery walls and plinths
- Safely lift and transport plinths and artworks through gallery spaces, hallways, and the elevator
- Oversee exhibition sales during opening receptions
- Assist with the setup and service of refreshments at opening receptions
- **Artist Membership Coordination**_
- Maintain and update the artist membership list
- Prepare and send annual membership renewal notices
- Maintain communication with artist members (Members' Show, Holiday Market & gallery updates)
- **Programming & Outreach**_
- Assist in coordinating Children’s Art Classes with the instructor (poster creation & sign-up management)
- Assist the Fundraising & Marketing Specialist with promotion for programming
- Collaborate with the summer student on Arts Dundas Weekend (ADW) planning & implementation
- Work with the Fundraising & Marketing Specialist to gather newsletter content Holiday Market Coordination
- Plan and execute the annual Holiday Market campaign, including the design of invitations and logo
- Coordinate seasonal decorations and venue presentation
- Communicate with Holiday vendors regarding participation and logistics
- Manage stock intake, set up new vendors in the POS system, and liaise with the bookkeeper as needed

**Skills**:

- Strong familiarity with Windows PC, Microsoft Word, Excel, and Adobe Creative Suite
- A facility to learn and use Lightspeed and WooCommerce POS system
- Strong command of oral and written English
- A positive attitude
- Comfortable with some physical work
- Demonstrated ability to organize information and prioritize tasks and projects
- Self-motivated and able to work independently, as part of a team and with volunteers
- Retail experience required, and gallery experience is considered an asset
- Initiative and creative thinking
- Strong interest in the arts, including visual and performing arts.

**Background**
- College/University, Fine Art, Art History, Design, Cultural/Museum studies or related arts fields.
- Post-secondary school experience in these fields is desirable and an asset.

**Application deadline: 2025-05-19**

**Job Types: Part-time, Permanent**

**Salary: $18.11 per hour**

Laura Brandreth
Gallery Administrator & Curator
Carnegie Gallery
10 King St. West
Dundas, ON L9H 1T7

**Job Types**: Part-time, Permanent

Pay: $18.11 per hour

Expected hours: 18 per week

Flexible language requirement:

- French not required

Schedule:

- Day shift
- Evening shift
- Every Weekend

Ability to commute/relocate:

- Dundas, ON L9H 1T7: reliably c