Art Management Associate

Sentry Arts, an Art consulting firm based in Philadelphia, seeks a part-time Art Management Associate to support to support our Principal and staff, combining high-level administrative coordination with client-facing art research, presentations, and on-site installation support. The position requires strong organizational skills, comfort managing digital workflows, and the ability to adapt to a fast-paced, client-driven environment. Ideal candidates bring an art-world background, technical proficiency, and flexibility across remote, office, and on-site work.

Location: Hybrid (Remote / Shared Office Space in Mt. Airy, Philadelphia / On-site at Client Locations) Hours: Part-time, Monday–Friday. Schedule is flexible and self-managed in coordination with the Principal. Travel: Occasional regional travel (NYC/Philadelphia area) required; occasional overnight stays with approximately one week’s notice.

Core Responsibilities

• Administrative & Principal Support (Primary Focus):
  • Manage daily high-volume communication across Slack, email, text, and Zoom to ensure seamless project flow.
  • Serve as the lead for office digital organization, ensuring all files (Dropbox) and time logs (Clockify) are maintained.
  • Maintain detailed notes during all meetings and calls to ensure accurate project follow-through.
  • Coordinate complex scheduling for the Principal, staff, and contractors
• Client Relations & Presentation:
  • Assist Principal with art curation and research
  • Design and produce high-quality PowerPoint decks to showcase curated artwork to prospective clients.
  • Maintain art databases in Microsoft Excel
  • Maintain a professional, polished presence during meetings with high-profile clients and corporate stakeholders.
  • Liaise between artists and buyers, managing the sales process and navigating the timing of artwork availability.
• On-Site Installation Management:
  • Develop and print detailed floorplans with artwork plotted for installation teams.
  • Supervise art handlers and installers on-site.
  • Maintain a personal on-site toolkit
  • Perform real-time problem-solving for site-specific challenges

Technical Proficiency

• Microsoft Office Suite: Specifically, PowerPoint, Excel, Outlook, and Word.
• Digital Ecosystem: Daily proficiency in Slack, Dropbox, Zoom, and Clockify.
• Systems Management: Ability to maintain and oversee digital workflows to ensure total consistency across all shared platforms and firm-wide communication.
• Research: Expert ability to use the internet to source artists, verify provenance, and stay current on market trends.

Preferred Experience

• Art Background: Degree or experience in Fine Arts, Art History, or Arts Administration; familiarity with the art market and artwork handling.
• Administrative Background: Prior experience in project coordination, executive assistance, or a similar support role.

The Ideal Candidate

• Exceptional Multitasker: You can compartmentalize and manage multiple projects simultaneously without losing track of details.
• Ability to work both independently and collaboratively in a remote setting
• Professional & Resilient: Ability to handle the fast-paced nature of the art world—including shifting timelines or projects that fall through—with a professional attitude and a positive outlook.
• Adaptable Presence: You are comfortable transitioning between a casual office environment and formal client meetings that require professional etiquette and attire.
• Flexible Schedule: You are comfortable with a fluctuating schedule. Some days require early travel or late-evening finishes.