EA And Art Coordinator Job For Private Office (Native Mandarin/Cantonese Speaker)

Start Date:

• Interviewing now for an ASAP start (with handover)

Salary:

• £55,000-£70,000+ gross p.a. + full package and benefits

Location:

• London, UK

Contract:

• Full-time

Additional:

• Mandarin-speaking, and proficiency in Chinese (Cantonese) is a prerequisite

This exciting new senior support role offers a unique opportunity to work closely with a Principal in the arts, managing both private office and collection-related activities, contributing to philanthropic ventures and global art collection management.

Job Overview:

The Chace People team is looking for a pragmatic and organized individual to support the Principal & the Director with scheduling and streamlining workflows. This role involves providing efficient, collaborative, and detail-focused administrative support for the Principal and the Private Office, primarily focusing on the Principal’s professional activities, including a private art collection and associated philanthropic ventures.

Key Responsibilities:

Private Office – Management, Scheduling & Travel:

• Organize and coordinate meetings across time zones, including personal and digital appointments
• Provide resourceful time management, alerting of potential conflicts and offering flexible, solution-based alternatives
• Support and liaise with Family Office members and household staff, as well as wider teams across the Principal’s different ventures
• Create travel itineraries for the Principal’s professional trips, including booking hotels, flights, cars, and transfers for the Principal and accompanying staff
• Establish exacting systems for managing personal, financial, and ID documents
• Manage the personal contact database through ArtLogic CMS
• Assist with the provision and organization of travel visas for the Principal, wider family, and staff, globally and with focus on HK and China

Art Collection Responsibilities:

• Ensure prompt and effective communication with all associated parties alongside the Collection Director
• Update the collection ArtLogic database to maintain precise records including invoices, payment slips, insurance records, and more
• Maintain updated loan and consignment documentation
• Coordinate global collection movements, including preparing pro-formas and liaising with borrowers/consignors
• Manage and record movements and locations of artworks, conducting regular internal audits
• Oversee annual external inventory of the collection with storage providers
• Assist with recording and maintaining installation instructions
• Oversee UK and international artwork shipping and logistics for collection acquisitions, obtaining competitive estimates
• Support the post-acquisition process, including filing artist research, obtaining documentation, and logging offers and market research
• Facilitate restoration, framing, and conservation of artworks as needed, in consultation with the Collection Director
• Develop robust Collection Management policies and procedures with the Collection Director
• Conduct reviews of any missing data and implement strategies to update records
• Facilitate quarterly internal artwork audits with the Collection Director and Finance Director

Requirements:

• Minimum of 3 years in a comparable role, such as in a Family Office with a collection-management component or in a client-facing role in a commercial art gallery or auction house
• Professional fluency in both English and Mandarin is essential; proficiency in Cantonese is a prerequisite
• Excellent knowledge of Microsoft Outlook, Word, and Excel is essential; experience with ArtLogic and Adobe Creative Suite is highly beneficial
• Proven fiduciary skills and ability to manage schedules are essential
• Discretion, diplomacy, and attention to detail are fundamental to the role

Additional Information:

This role requires a high level of discretion and the ability to work collaboratively within a dynamic team environment. The ideal candidate will have experience in managing complex schedules, coordinating international travel, and maintaining meticulous records related to art collections.

Confidential Application Process:

Please submit your application through our secure ChacePortal. We respect your privacy; all applications and inquiries will be treated with the highest level of confidentiality.