Job Title: Front Office Coordinator
Location: Berlin, Germany
Reports to: General Management & Business Manager
Start Date: ASAP / ideally by August 2025
Schedule: Full-time, in-person
About Esther Schipper
Specializing in contemporary art and representing over 45 artists and estates, Esther Schipper has locations in Berlin, Paris and Seoul. While the global team of over 60 employees spreads over locations around the world, the headquarters are located in Berlin, where the core of the operation is managed by both General Managers and their 6 departments.
Representing a diverse roster of international artists, the gallery has built a nearly 40-year legacy of innovation, institutional collaboration, and global engagement. The gallery is committed to presenting groundbreaking exhibitions by leading international artists. Mainly active in the primary market, the gallery represents its artists at all major international art fairs.
There are 8-9 internal exhibitions the gallery produces yearly for its space in Berlin, alongside regular exhibitions for the gallery’s showrooms in Paris and Seoul. The gallery participates in 10-12 international art fairs and supports dozens of external institutional exhibitions worldwide.
Position Overview
We are seeking a highly organized, composed, and discreet Front Office Coordinator to join our Berlin team. This in-person, full-time role provides direct support to our leadership team while overseeing the daily operations of our back office reception.
This is a role that requires poise, sound judgment, and a deep appreciation for the particularities of the art world. You will coordinate complex schedules, manage communications, and serve as a key point of contact for internal and external stakeholders—all while maintaining a calm, welcoming, and professional front-of-house presence.
Key Responsibilities
1. Executive & Calendar Coordination (Primary Focus)
Manage dynamic calendars and appointments for the leadership team.
Compile and track expense reports and reimbursement documentation.
Prepare meeting materials and agendas; take meeting notes when required.
Exercise discretion in handling confidential and sensitive information
Make informed decisions independently, while maintaining close alignment with management.
2. Front Office Coordination
Serve as the first point of contact for visitors and incoming inquiries.
Maintain an orderly and polished reception area and meeting rooms in collaboration with the Gallery Manager.
Handle mail, phones, internal filing, and basic correspondence.
Ensure seamless day-to-day back office operations.
3. Internal Support & Events
Provide operational support during key events (e.g., Gallery Weekend, Berlin Art Week and other events as needed).
Coordinate with internal departments to align scheduling and logistics.
Qualifications
o Minimum 3 to 5 years of experience in administrative or executive support, ideally in a fast-paced front desk/reception environment.
o Strong command of Microsoft Office Suite is necessary. Experience with other calendar or organizational tools is an advantage.
o Absolute professionalism, discretion, and attention to detail.
o Strong interpersonal and communication skills, with a poised and diplomatic demeanor.
o Enthusiasm and sensitivity for working in a multicultural, international team.
o Highly organized, self-motivated, and calm under pressure.
o Full proficiency in English (spoken and written) and full proficiency in German required.
o Interest and openness for the specifics and needs of a business in the contemporary art market.
Working Conditions
Full-time, in-person role based in Berlin.
Occasional evening or weekend availability required for events.
Desired start: ASAP/ ideally by August 2025
Salary: Competitive / TBD based on experience
How to apply
Walk-ins or phone calls will not be considered. Applications will be reviewed on a rolling basis.