HOW TO HIRE AN ARTIST ASSISTANT

A Guide to Freeing Up Time and Growing Your Career

Hiring an assistant can be a game-changer for an artist, but it requires careful planning and strategy. Whether you need help in the studio, with administrative tasks, or with business outreach, an assistant can free up valuable time and mental space so you can focus on making art and generating income. But how do you decide what type of assistant to hire, when to do it, and what tasks to delegate? This guide breaks it all down.

Types of Artist Assistants

There are generally two types of artist assistants:

Studio Assistants - These assistants help with hands-on tasks related to art-making, such as:

Prepping canvases (stretching, priming, etc.)
Cleaning the studio
Organizing materials and tools
Assisting with fabrication for installations
Packing and shipping artwork
Installing exhibitions
Documenting work (photography, video, archiving)

Administrative/Business Assistants - These assistants help with tasks that keep your career moving forward, such as:

Researching galleries, curators, and exhibitions
Sending outreach emails to galleries, collectors, or interior designers
Managing social media accounts and scheduling posts
Organizing databases (e.g., Artwork Archive, spreadsheets, MailChimp)
Applying for grants, residencies, or exhibition opportunities
Handling sales inquiries and invoicing
Maintaining your website and updating portfolios

When Is the Right Time to Hire an Assistant?

The short answer: It’s always the right time—if you have a budget and a clear plan for delegation.

If you’re not making enough money to justify hiring an assistant outright, assistants should fall into one of two categories:

Those performing tasks that directly lead to income – This includes outreach, marketing, and sales-related work, such as contacting interior designers, applying for grants, or maintaining a collector database.
Those freeing up your headspace so you can generate income – This includes menial studio work, organizing, and research that takes time away from your creative or business-critical tasks.

Setting Goals, Metrics, and Budgets

Before hiring, define what success looks like for your assistant. Set clear goals and measurable metrics, such as:

How many outreach emails should they send per week?
How many new gallery contacts should they research?
How much studio organization or prep work should be completed in a given timeframe?

You also need to set a budget. Typical rates range from:

$15-$20/hour for general studio assistants
$20-$30/hour for more skilled administrative help (database management, outreach, marketing)
$30-$40+/hour for specialized skills (web design, grant writing, art handling for major projects)

If you can’t afford a long-term assistant, consider hiring on a project-by-project basis or incorporating assistant costs into grant applications.

Where to Find an Assistant

University art departments – Many students are looking for experience and flexible work.
Local arts organizations and listservs – Communities like NYFA, Jackson Heights Arts, or regional art collectives often have job boards.
Social media and personal networks – Announce you’re hiring on Instagram, Facebook groups, or LinkedIn.
Job sites like Craigslist or Indeed – If looking for administrative help, these can be useful for broader hiring.
Referrals from other artists – Ask peers who have had good experiences with assistants.

Hiring an Intern Instead of an Assistant?

If you’re not ready to commit to a paid assistant, hiring an intern might be a viable option. However interns often seek hands-on experience in exchange for school credit, mentorship, or a combination of a small stipend and learning opportunities. They typically require more oversight and guidance, making them a bigger time investment in the short term and some artists think its more work than its worth.

Where to Find a Good Intern

University Career Centers & Art Departments – Many colleges have internship programs that match students with working professionals.
Local Arts Nonprofits & Community Centers – Some organizations have internship databases or can refer students.
Your Own Network & Social Media – Announcing an opportunity through Instagram, LinkedIn, or local groups may attract interested candidates.

What to Expect When Working with an Intern

They require more direction and training – Unlike experienced assistants, interns often need step-by-step guidance.
They may work fewer hours – Many interns balance coursework and other commitments, so set realistic expectations. 3 hours a week is usually an average.
Compensation varies – Some interns work for school credit alone, but offering a stipend (e.g., $10-$15/hour) makes the position more appealing.
Make it a learning experience – Interns expect professional development, so include career advice, industry insights, or skills training as part of their role.

Interns can be a great option for short-term projects or specific tasks that don’t require extensive expertise. However, because they take more effort to train, they may not be the best solution for tasks requiring independent problem-solving or high efficiency.

Ground Rules for Working with an Assistant

Establishing clear expectations is crucial for a successful working relationship. Here are key areas to cover:

Communication Preferences – How does your assistant prefer to be contacted (email, text, phone, Slack)? Define response time expectations.
Work Location – Will they work remotely or on-site? If remote, what tools will they use to track work (Google Docs, Trello, Airtable)? If on-site, what are the studio rules?
Confidentiality – If assistants handle business-related or personal information (like collector lists, sales records, or unreleased artwork), consider a confidentiality agreement.
Boundaries & Studio Etiquette – If working in person, outline expectations on work style, silence vs. collaboration, and what’s off-limits in the studio.
Performance Expectations – Define deadlines, progress check-ins, and how success will be measured. Use time-tracking apps if necessary.
Intellectual Property – If an assistant contributes to creative work, clarify ownership rights and permissions from the beginning.

Having these guidelines in place ensures smoother collaboration and prevents potential conflicts.

Training & Managing Your Assistant

Start with simple, well-defined tasks and expand as they gain familiarity with your workflow.
Create a list of ongoing back-burner tasks so there’s always something for them to do.
Set expectations upfront about workflow, communication, and deadlines.
Use tracking systems (Google Sheets, Trello, Asana) to monitor progress.
Schedule regular check-ins to adjust priorities and ensure tasks align with your goals.

ADDITIONAL THOUGHTS

Assistants Need Clear, Repeatable Workflows

Many artists struggle with assistants because they don’t have defined workflows. Unlike traditional businesses with clear, repeatable tasks, artists often react to opportunities in a more ad-hoc way.
Consider creating a "flywheel" process—where tasks repeat on a cycle (e.g., research, outreach, follow-up) and scale over time.

Test Out Your Assistant Before Committing

Start with a few small tasks before committing to a long-term arrangement. Some artists give assistants simple test tasks, like data entry or organizing materials, to see how well they follow instructions before moving on to more critical work.

Balance Between Training & Productivity

Assistants need guidance, especially in the beginning. It’s tempting to dump tasks on them, but effective delegation requires some upfront investment in training.
If possible, budget time for onboarding and periodic check-ins rather than assuming they’ll figure things out alone.

Keep a List of Back-Burner Tasks

Some weeks will be busier than others, so maintain a running list of tasks that can be done when things slow down. This prevents assistants from being idle and ensures you get continuous value from their time.

Follow-Up is Crucial for Outreach Success

Many artists find that sending cold emails or outreach messages gets minimal response. A follow-up strategy (e.g., checking open rates, re-pitching with new info) can make a big difference.

Payment & Incentives

Paying well attracts better candidates, but if the budget is tight, consider offering other benefits like mentorship, networking opportunities, or experience with specialized tools.

Making the Most of Your Assistant

Hiring an assistant should make your life easier, not harder. By choosing the right person, setting clear expectations, and focusing on value-added tasks, you can streamline your practice and free up time to focus on your creative work. Whether you need help stretching canvases or sending out outreach emails, a great assistant can help you work smarter, not harder.

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