Personal Assistant to Jay Jopling's Office

About White Cube

White Cube is a leading contemporary commercial gallery which represents over more than 60 international artists and artist estates and has locations across three continents. With established galleries in London, Paris, New York, Hong Kong and Seoul. Since its inception in 1993, the gallery has exhibited the work of many of the world’s most highly acclaimed contemporary artists. White Cube also has a long publishing history of award-winning titles, which is founded on innovative design and rigorous scholarship.

Job Responsibilities

• Manage appointments, both business and personal, ensuring the diary is up to date at all times
• Communicate schedule changes promptly and reorganise in a timely fashion ensuring all parties are notified
• Book meeting rooms and restaurants as required
• Ensure the diary is updated with all White Cube shows, events, art fairs and additional important dates as required.
• Ensure the diary is updated with all personal events such as special occasions, birthdays and events
• Source, research and assist with purchasing gifts and coordinate timely delivery
• Assist with all aspects of travel coordination: travel research, visa applications, flight, car and taxi bookings
• Liaise with travel agents or book direct with transport companies as required
• Prepare travel itineraries and travel information packs, collate and provide any required paperwork. Research into local galleries and museums for each trip
• Reconcile credit card and cash expenses and collect receipts; provide promptly to Finance. Process invoices, create and pass purchase orders ensuring that budgets are adhered to where applicable
• Liaise with the Operations and IT departments to maintain office supplies and ensure the smooth running of computer systems
• Track documents and ensuring personal documentation are updated and renewed when required
• Manage parking permits, congestion charge and documentation for vehicles
• Liaise with private household staff to ensure schedules are co-ordinated and assist with trade appointments or ordering supplies where required
• Keep in constant communication with the Executive Assistant

Job Requirements

• Discreet, with a professional attitude
• Efficient and organised
• Have a ‘can do’ positive personality and ability to adapt to last minute changes
• Willingness to assist with a manner of tasks
• Ability to problem solve and handle a variety of tasks at the same time
• Excellent IT skills

We reserve the right to close this vacancy early if we receive sufficient applications.

(Please note we are currently unable to offer sponsorship, nor guarantee future sponsorship opportunities, for this role).