For one of our clients, a prestigious Geneva‑based organisation, we are looking for a
HEAD OF COLLECTIONS OFFICE
This position is based within a highly confidential environment, serving a renowned family located in Geneva and responsible for a large and eclectic private collection of artworks, furniture and valuable objects.
The role is key to structuring, professionalising and overseeing the Collections Office, both from an operational and administrative standpoint.
The Head of Collections Office is responsible for overseeing the management, documentation and logistics of a private collection, while leading a small specialised team. This role combines operational coordination, systems administration, logistics oversight and high‑level administrative support within a demanding and confidential environment.
Team & Operations Management
* Lead and supervise a team.
* Plan and allocate resources efficiently to ensure timely execution of tasks and projects.
* Ensure continuity of daily operations while managing multiple priorities.
* Bring structure and clear governance to the existing team and support change management.
Collection Management & Administration
1. Oversee inventories, acquisitions, loans, sales and physical movements of artworks and objects.
2. Ensure accurate documentation, data integrity and audit trails for all items.
3. Maintain and control physical and digital inventory records.
4. Monitor artworks consigned to auction houses and loans to museums.
CMS & Systems Administration
* Act as administrator of the Collection Management System (CMS), including user management, system configuration, upgrades and monitoring.
* Supervise system configuration and adaptation to the specific needs of the collection.
* Work closely with the software provider.
* Ensure data security, backups and system reliability.
Logistics & Movement Coordination
* Supervise and coordinate all logistics related to transport, storage, exhibitions and museum loans.
* Coordinate specialised service providers (art transporters, customs agents, restorers).
* Supervise packing operations carried out by external transporters, ensuring best‑practice standards are met.
* Oversee customs formalities, insurance matters, documentation (contracts, certificates of authenticity, condition reports) and related payments.
* Monitor movements across multiple locations and ensure accurate system updates.
Administrative & Document Management
* Ensure proper digitisation, archiving and organisation of all collection‑related documents.
Internal & External Coordination
* Maintain close communication with the collection owner, internal teams, consultants and external partners (experts, restorers, transporters, galleries, museums).
* Support project coordination and ensure smooth information flow across stakeholders.
Required profile
* Proven experience managing collections, artworks, furniture or similar assets, with strong exposure to logistics and administration.
* Background in auction houses, galleries, museums, family offices or similar environments is highly valued.
* Strong understanding of logistics, art transport, customs procedures and documentation.
* Artistic sensitivity and knowledge of art (art history studies or equivalent professional exposure) is a strong asset.
* Strong IT skills, CMS administration and digital archiving tools.
* Excellent command of standard office software (Excel, Word, PowerPoint).
* Highly organised, structured, pragmatic and detail‑oriented mindset.
* Proven ability to manage and structure a team and to deal with diverse personalities.
* Excellent written and verbal communication skills.
* Fluent in French and English; Spanish is an asset.
All files will be treated with the utmost confidentiality.
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