Museum-Quality Gallery Administration.
Minus the High Overhead.
Art dealers, gallerists, and artist estates: Stop drowning in database errors, inconsistent Artsy profiles, unfiled consignment agreements, and chaotic crating logistics. Hire a fully managed, industry-vetted Gallery Management Virtual Assistant. We synchronize your artwork listings, update collector records, and track provenance data—backed by a free dedicated Project Manager.
Jean-Michel Basquiat, Untitled (1982)
Oil, acrylic, and spray paint on canvas
Size: 182.9 x 121.9 cm (72 x 48 in)
Provenance Verified • COI Logged • Consignment Agreement Active
Why Traditional Freelancers Fail Art Galleries
Fine art data entry requires precise attention to detail, strict client confidentiality, and specific market vocabulary. Unmanaged generalists cannot support high-end gallery operations.
Rigorous Database Accuracy
Mismatched dimensions, confusing inches for centimeters, or misattributing a provenance record can ruin a high-value private sale. Our VAs follow structured multi-step validation checks on every catalog listing.
Confidentiality & Security
Collector records, price lists, and acquisition agreements are highly sensitive. Sagedoer restricts local database access, uses safe password managers, and strictly prevents data exporting, protecting your gallery's privacy.
Dedicated Project Manager
Never worry about explaining complex art terms or consignment parameters to a new hire. Your dedicated PM oversees the VA's research queues, audits the quality of descriptions, and coordinates directly with you.
Our Gallery Management Capabilities
We handle the persistent, meticulous administrative work that keeps your exhibitions and database running seamlessly.
Inventory & Provenance Cataloging
Organizing inventory metadata (title, medium, date, dimensions, signatures), logging provenance tracking details, and uploading high-resolution certificates of authenticity (COAs) to Artlogic or Artwork Archive.
Artsy & Collection Platform Sync
Creating and updating artwork profiles on Artsy, Artcloud, or Artbinder, ensuring visual consistency, managing localized tags, and tracking active digital show dates.
Consignment & Agreement Filing
Drafting structured consignment agreement templates, tracking signing workflows, monitoring active loan expiration calendars, and logging consignor commission terms.
Collector Database Nurturing
Cleaning contacts inside CRM pipelines, segmenting lists (VIPs, curators, institutions), logging collector acquisition preferences, and updating transaction histories.
Our Operational Workflow
A reliable, structured four-phase system to clean, secure, and scale your artwork databases.
Establish Guidelines
You provide your inventory files, database accesses, standard commission sheets, and catalog guidelines. Our PM sets up custom workflows.
Assign Vetted Experts
We deploy a database specialist backed by a Project Manager, fully trained in Artlogic, Artwork Archive, and fine art administration rules.
Execution & Verification
The VA runs active updates, reviews dimensions, uploads high-res assets, tracks missing agreements, and cleans up old records.
Curation Dashboard
Receive weekly, transparent progress logs showing synchronized listings and clean datasets. Pay strictly for productive hours.
Flexible, Production-Based Pricing
Stop paying high management salaries for routine catalog data entry. Pay strictly for productive research hours, with management included for free.
Part-Time Assistant
Est. $560 USD / Month (4 Weeks)
- 20 Hours of pure cataloging per week
- Dedicated Project Manager included
- Artlogic or Artwork Archive metadata updates
- Zero recruitment or platform fees
Full-Time Assistant
Est. $960 USD / Month (4 Weeks)
- 40 Hours of pure cataloging per week
- Dedicated Project Manager included
- Artsy, COA, & consignment audits
- Seamless internal backup experts
Frequently Asked Questions
Which gallery database platforms do your VAs support?
How do you protect sensitive collector and pricing data?
Can the VA communicate directly with our collectors?
Do you charge extra for the dedicated Project Manager?
Ready to clean your gallery databases?
Don't let administrative backlogs stall your exhibitions. Reach out to our dedicated project manager to discuss your collection platforms, consignment workflows, and inventory tracking strategy today.