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PA to the Gallery Manager – Exhibition Co-Ordinator, Management & Communications

Part-time Position




The Personal Assistant of the Gallery Manager will report directly to the Gallery Manager and/or Artistic Director of Valletta Contemporary and will assist the Gallery Manager in the day-to-day running of the art gallery and retail gallery shop.      


Their job will also liaise with the Front of House – Sales, Marketing & Communications & other team members.


This includes general gallery duties and three main objectives: exhibition co-ordination, management & communications which could also include fundraising and educational initiatives.


Certain tasks will involve training and general hand over.


Interest & willingness to learn will be included an asset for your application.


An enthusiasm for contemporary visual art would be a plus.







General & Administrative


  • Maintenance of running of VC’s office: manage daily correspondence and schedules, coordinating appointments and meetings, visits, organize files, collection of reports, answer phones and perform other essential tasks.


  • Research into artists partaking in upcoming shows and to speak to visitors about an exhibition, an artist or specific pieces on display, or answer questions about upcoming exhibitions or events.


  • Provides information to visitors about the exhibitions and education program.


  •  To manage rental bookings for all kinds of events (workshops, lectures, presentations, etc.), corporate or otherwise, including rental space for artist exhibitions.


  •  Managing of databases.




General/Exhibition Management & Co-ordination



  • To liaise with invited artists and curators, including sourcing of materials, engaging contractors, for the invited artists and VC’s exhibition program and other events, including organization & overseeing fights and accommodation for artists and curators.


  • Preparing all necessary contracts between Valletta Contemporary and artists, curators, organization, etc., preparing condition reports, including loan and consignment agreements with galleries, curators and artists related to VC’s exhibition program.


  • Taking care of shipping and insurance of works.


  • Uploading material on VC’s in-house video projector system & operate in-house audio-visual equipment.


  • Producing staff agendas, organising, setting up & listing minutes of staff meetings


  • Sourcing and overseeing of interns and volunteers.


  • Manage OCULA online platform.


  • Co-ordinate catering for opening receptions for the gallery.


  • Co-ordinate fundraising initiatives and sustainable sources of financing with Front of House.


  • Co-ordinate VC’s Membership and Donation Schemes with Front of House.


  • Co-ordinate Social Media with Front of House.


  • Co-ordinate with Front of House on public funding applications.


  • Co-ordinate with rest of team members on education program.


  • Manage Press Relations stategy including compiling and organize artist packages for press, clients and galleries.

  • Manage news-letter, invitations to openings, gala dinners, etc. through an online platform.

  • Manage, develop and update gallery website, through an online platform. Upload material on the website with the direction of the General Manager/ Artistic Director and with VC Content Writer/Editor.

Working hours

The part time job entails a minimum of 28 hours per week. Tuesdays to Fridays from 11.30am to 7.00pm. Additional hours will be added during exhibition openings and events taking place after 7.00pm.


- Driven, ambitious, helpful and motivated personality encouraged.

- Excellent communication skills, good team worker, ability to lead and motivate a team.

- Excellent in organizational ability and prioritization of task handling.

- Bachelor's degree (Example: Art History, Digital Arts) or related job experience in related areas would be equally considered. Other degrees such as arts management, business studies, marketing and sales, would be equally considered as well.

- Open-minded, detail-oriented, self-motivated, highly educated and punctual is most essential.

- Strong and clear written & oral communication in primarily in English and preferably Maltese.
  Other spoken languages will be a plus.

Aptitude/interest for online communications is a must.

Friendly, helpful, confident and engaging personality with a client relation focus.

Good word processing and desktop computer skills, email and internet.

Software skills: photo editing, Adobe Creative Suite and more would be a plus.


To apply please email a motivation letter and curriculum vitae addressed to Norbert Francis Attard, by Tuesday 23rd July 2019, 6pm.

Interviews for shortlisted candidates will be held Saturday 3rd August 2019.

Please note, we are unable to give feedback on individual applications.


The position of PA to the Gallery Manager – Exhibition Co-Ordinator, Management & Communications is expected to commence preferably on 3rd September 2019.

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