The Association for Visual Arts (AVA) promotes contemporary visual art production through regular exhibitions, showcasing all media, by established and emerging artists. It aims to promote the discursive and experimental nature of contemporary art, to make important contributions to the ‘open texture’ of South Africa’s art community.

Main Purpose of Job

The main purpose of the Gallery Administrator is to facilitate gallery operations, including the annual exhibition schedule and public programmes. This involves administrative duties as well as logistics and third party liaison.

Overall Job Objectives

• Reception
  • Preparing the gallery for daily operations.
  • Liaising with artists, welcoming visitors and negotiating sales.
  • Working at gallery events, including exhibition openings, monthly First Thursdays, art fairs and other events scheduled to be held at the gallery.
• Administration
  • Managing exhibitions paperwork
  • Inventory management
  • Invoicing (using Sage)
  • Tracking sales and payments and drawing up financial reconciliations
  • Registering and managing AVA memberships
  • Keeping members’ database and mailing lists up to date
  • Petty cash management
  • Maintaining forms and templates
  • Filing (hard copy and digital)
  • Assistant fundraising: completing application and reporting to funders (under supervision of the Director).
• Logistics
  • Office inventory and supplies control
  • Obtaining quotations and arranging transport of art works
  • Tracking time lines and planning programmes and events
• General
  • Communication maintenance (answering the telephone, responding to emails in the admin account)
  • Updating online sales platforms
  • Performing regular administrative taste in accordance with the daily running of the gallery and any other administrative duties related to the work of the AVA.

Minimum requirements:

• Relevant bachelor’s degree qualification and/or experience in logistics and administration.

Preferred qualifications, skills, experience:

• Excellent attention to detail.
• Excellent organisational skills.
• Communication and interpersonal skills.
• Time management skills.
• Experience with Airtable and Sage advantageous.

Place of work and reporting relationship:

• Your normal place of work will be at the AVA Gallery situated at 35 Church Street, Cape Town. You may, however, be required to perform work at other venues as part of your duties.
• You will report to the AVA Gallery Director, who will be responsible for directing your duties and activities, as advised by the Board.

Hours of Work

• Your normal hours of work will be from 10am to 5pm Mondays through Fridays, and 10am to 1pm on alternating Saturdays.
• You will be required to work at events like First Thursdays, exhibition opening ceremonies and other scheduled gallery events.

Remuneration:

The annual remuneration package will be competitive and commensurate with the incumbent’s level of experience.