Gallery Associate

Job Description

Job Description

Overview

Japan Society seeks a bilingual Gallery Associate to support the operational and administrative infrastructure of our world-class exhibitions. Reporting directly to the Senior Gallery Manager, this role is the operational engine of the gallery team, ensuring seamless coordination across installations, guest relations, and daily administration.

• Exhibition & Collection Operations: Assist with the physical installation and deinstallation of exhibitions. Conduct condition reports for both incoming loans and the permanent collection. Maintain critical archival frameworks, including exhibition master checklists, loan agreements, and the art collection inventory Masterfile.
• Administrative Coordination: Prepare and process essential operational documents, including house calendar, box office, and Ticketure forms. Update gallery webpages via Squarespace and assemble digital assets for programs. Take detailed meeting minutes, process staff expense receipts, and manage the project code list.
• Guest Relations & Event Logistics: Coordinate comprehensive travel itineraries for gallery guests, including booking flights, hotel accommodations, airport transport, and processing per diems or honoraria. Collate VIP and complimentary ticket lists. Serve as a frontline representative to coordinate gallery tours, press events, and exhibition opening receptions.

• Bachelor of Arts (BA) required. A degree in Art History, Museum Studies, Arts Administration, Asian/Japanese Studies, or a closely related discipline is strongly preferred.
• 1 to 3 years of professional administrative experience. Prior exposure to gallery administration, exhibition coordination, or registrar support is a significant advantage.
• Complete bilingual fluency in Japanese and English (written and verbal).
• Exceptional organizational capacity and technical proficiency to manage complex logistical systems and high-volume workflows.
• A demonstrated ability to problem-solve, act with discretion, and execute tasks accurately within a fast-paced team environment.

• Location & Schedule: This role requires a 5-day work week based out of Japan Society's New York headquarters. While the institution operates on a standard hybrid framework (3 days on-site, 2 days remote), Gallery team members must maintain operational flexibility to support physical exhibition schedules, installations, and events, which will periodically require working outside of standard business hours.
• Work Authorization: Applicants must possess full, independent authorization to work in the United States and the ability to maintain this status. Japan Society does not provide visa sponsorship. We actively participate in E-Verify to confirm employment eligibility.

Japan Society supports our team with a highly competitive benefits package, including:

• Retirement: A 10% employer contribution to your 403(b) (no employee match required).

• Paid Time Off: 15 vacation days, 10 sick days, 11 paid holidays, and Summer Fridays (paid days off during July and August).

• Health & Wellness: Comprehensive Oxford medical, Guardian dental, and VSP vision.

• Hybrid Schedule: Three days in-office (Tuesday–Thursday) and two days remote (Monday and Friday).