Executive Assistant to the Executive Vice President

Heritage Auctions•Beverly Hills, CA

8d•$85,000•Onsite

About The Position

Set your sights on a career at Heritage Auctions, headquartered in Dallas, Texas, with offices in New York, Chicago, Beverly Hills, San Francisco, London, Hong Kong, Tokyo, Munich, Germany and other cities. Heritage Auctions is the 3rd largest auction house in the world with 50 different Auction categories including, Entertainment, Popular Culture. Comics, Historical, Jewelry, Fine and Decorative Art, Wine, and many more. The Executive Assistant to the Executive Vice President provides high level executive, administrative, and operational support to Joe Maddalena and serves as a central coordination resource for the Entertainment, Pop Culture and Historical divisions. The role keeps priorities, commitments, consignments, agreements, client matters, and follow up organized and moving so the Executive Vice President can remain focused on relationships, opportunities, and business decisions. This position is expected to exercise strong judgment, discretion, initiative, and follow through across a fast-moving organization.

Requirements

Significant experience providing high level executive support, business coordination, project management, auction support, or comparable administrative and operational support in a complex environment.
Exceptional organization, attention to detail, discretion, and follow through.
Strong written and verbal communication skills and the confidence to work with senior executives, clients, consignors, and employees throughout the organization.
Demonstrated ability to manage agreements, documentation, confidential information, and multiple competing priorities accurately.
Strong judgment regarding when to act, when to follow up, and when an issue requires escalation.
Ability to coordinate effectively across departments without formal authority.
Proficiency with Microsoft Office and the ability to learn Heritage systems and tracking tools.
Ability to travel occasionally in support of the Executive Vice President, client meetings, auctions, or departmental activities.

Responsibilities

Manage the Executive Vice President's calendar, meetings, travel, priorities, and day to day scheduling needs.
Maintain a reliable system for tracking commitments, decisions, requests, deadlines, and action items involving the Executive Vice President.
Follow up with employees and internal partners on behalf of the Executive Vice President regarding requested information, deliverables, decisions, and next steps.
Prepare the Executive Vice President for meetings, client calls, negotiations, and internal discussions by organizing relevant information and materials.
Anticipate upcoming needs and ensure important matters are brought forward at the appropriate time.
Prepare consignment agreements, amendments, and related documentation based on terms approved by the Executive Vice President and appropriate business leaders.
Coordinate revisions, approvals, signatures, and final distribution with Consignment Directors, clients, Legal, Accounting, and other internal partners as needed.
Track outstanding agreements, amendments, signatures, approvals, and required documentation through completion.
Maintain organized and accurate deal records and ensure final commitments are communicated to the teams responsible for execution.
Escalate questions involving deal structure, unusual terms, financial exposure, business risk, or approval authority rather than making independent deal decisions.
Maintain visibility into active consignments, projects, deadlines, client matters, and departmental priorities requiring executive attention or coordination.
Track next steps and obtain information requested by the Executive Vice President from Consignment Directors, Specialists, Operations, and other teams.
Work directly with consignors and clients as appropriate to collect contracts, inventories, documentation, and other required consignment information.
Prepare inventories, maintain project records, and coordinate archive or property pulls with the appropriate departments.
Support client meetings, presentations, bidder approvals, auction day needs, and other executive or departmental activities as requested.
Serve as a central coordination point between the Executive Vice President and Consignment Directors, Operations, Cataloging, Shipping, Marketing, Photography, Client Services, Accounting, Legal, Security, and other internal partners.
Monitor project timelines, communicate key deadlines, and surface missing information, unresolved ownership, scheduling conflicts, or other issues that require attention.
Coordinate property movement, transportation, receiving, return shipments, and related documentation as assigned, working with Shipping, Operations, Security, and other appropriate teams.
Assist with cataloging, photography, proofs, marketing requests, licensing or legal routing, vendor documentation, invoices, purchase requests, and other administrative requirements as needed.
Maintain schedules, reports, tracking tools, and records that give the Executive Vice President clear visibility into important work and outstanding decisions.