Personal Assistant to Chief Executive Officer Full Time

Company Description:

Hilton Contemporary is a fine art gallery specializing in contemporary paintings, sculpture, works on paper, and photography and public exhibitions, with a special focus on artists from Europe and the Mediterranean region. Located at the River North and Bridgeport Art Districts of Chicago, the gallery presents a curated roster of internationally recognized artists.

Hilton Contemporary regularly hosts exhibitions, private events with artists, creating an engaging environment for collectors and art enthusiasts. Prospective team members can learn more about the gallery’s artists and programs on the website and follow daily activity and behind-the-scenes content via its active Instagram presence.

Role Description

Seeking an organized, discreet, highly efficient, dedicated and LOYAL Hybrid Assistant to support a busy entrepreneur/executive/artist. Positive energy and joyful demeanor is required. You will manage daily operations for both personal life and business, acting as the right hand to ensure seamless workflow and time management.

We are looking for someone who wants a career, not just a job. Someone who wants to grow within an organization and in their lives.

This is a full-time, on-site and partially remote role based in Chicago, IL and Northwest Indiana, supporting the Chief Executive Officer as a Personal Assistant.

The Personal Assistant will manage the CEO’s calendar, schedule appointments, coordinate travel, and organize meetings, including preparation of agendas, materials, and follow-up actions.

Responsibilities include handling correspondence, screening calls and emails, maintaining files and records, and ensuring the CEO’s day-to-day activities run smoothly. The role will also assist with gallery-related tasks such as coordinating events, liaising with artists, clients, and vendors on behalf of CEO, and preparing presentations and documents. The ideal candidate is highly organized, discreet, proactive, and comfortable working in a dynamic, client-focused art gallery environment. Flexibility is a must.

Qualifications:

Business Assistance:

• Strong Executive Administrative Assistance skills to support CEO in a fast-paced artistic environment.

• Personal Assistance experience, including handling confidential information, personal logistics, and ad hoc requests with discretion.

• Effective Diary Management capabilities, including scheduling, prioritizing commitments, and anticipating time and resource needs.

• Solid Clerical Skills, such as document preparation, data entry, record-keeping, maintaining files and basic reporting.

• Eloquent written and verbal communication skills, with professional phone and email etiquette. Must dress well to present a polished appearance.

• High level of organization, attention to detail, and ability to manage multiple tasks and multiple deadlines simultaneously in a calm and pleasant way.

• Comfort interacting with clients, artists, and partners in a service-oriented manner; prior experience in galleries, creative industries, or luxury environments is a plus.

• Proficiency with office productivity tools (e.g., Microsoft Office or Google Workspace); familiarity with scheduling and project management tools is beneficial.

• Ability to work on-site (and occasionally remotely) in Chicago, IL or Northwest Indiana, maintain a flexible schedule for occasional events, and assist in the gallery as needed.

• Must be able to travel occasionally with CEO domestically or internationally.

• Relevant education or equivalent experience in administration, business, arts management, or a related field preferred.

• Basic Bookkeeping: Track expenses, manage receipts, and assist with invoicing, pay invoices.

Personal Assistance:

• Errands & Logistics: Manage personal shopping, dry cleaning, grocery shopping, and general household errands, pay bills.

• Appointment Scheduling: Manage personal and household appointments, home maintenance and personal and business calendars.

• Travel Planning: Book flights, hotels, and create detailed itineraries.

• Handle special projects and personal tasks as they arise.

• Must be comfortable with pets (cats)

Qualifications & Skills

• Proven experience as an Executive Assistant, Personal Assistant, or similar role.

• Exceptional time management and multitasking abilities.

• High proficiency with Microsoft Office Suite, Google Workspace, and virtual communication tools (e.g. Zoom).

• Absolute discretion and confidentiality regarding sensitive information. LOYALTY IS A MUST.

• Must have a reliable vehicle and valid driver’s license with good driving record.

Compensation & Benefits

• Salary: $55,000 – $65,000 per year (depending on experience). Raises and bonuses will be offered for exceptional efforts and care from time to time.

• Non-smoker preferred.

• Schedule: Full-time, Monday to Friday (flexibility required Saturdays and Sundays depending on gallery and CEO’s personal schedule.

• Benefits: Paid time off after one year, health insurance stipend, and mileage reimbursement.

Background check will be required.

For the right candidate, this will be an extraordinary experience.