Executive Assistant

Sotheby's•New York, NY

13d•$55,000 - $75,000•Onsite

About The Position

Sotheby's is seeking a highly motivated, proactive, and productive Executive Assistant with impeccable organizational skills to provide mature, discrete, professional assistance. As the Executive Assistant, you will be responsible for providing full business and administrative support in a one to three working relationship.

Requirements

Bachelor’s Degree required
Some experience in an Executive Assistant role, or role with similar responsibilities
An awareness and interest in the Art market and Sotheby’s and a desire to learn about business development and strategy
Strong multi-tasking and prioritization skills
A fastidious attention to detail, accuracy and organization
Adept at handling sensitive and confidential information in a professional manner, maintaining discretion at all times
Able to maintain composure under pressure
Skillful ability to interact in a professional, mature and collaborative style with key constituents
Ability to show good judgement and represent the Sotheby’s brand and core competencies
Excellent interpersonal skills and an enthusiastic client service attitude
Excellent written communication and analytical skills with experience in drafting reports and presentations and responding to correspondence in a timely fashion
Strong experience in Outlook, Word, Excel, and PowerPoint
Flexibility to work some evenings and weekends when necessary

Responsibilities

Acting as liaison with all levels of staff globally including executives and senior experts, high profile clients, and external stakeholders from all aspects of the art business
Coordinating certain meetings; planning the agenda with input, arranging speakers, organizing materials, tracking attendance, following up on actions
Assisting with diverse projects, initiatives and roll outs, carrying out research, gathering, analyzing and presenting data
Answering calls and dealing with incoming enquiries from staff and clients; resolving or raising to the executives
Ensuring the executives are prepared for all meetings/ pitches/ sales/ client interactions with materials and reports
Drafting emails, typing correspondence, preparing reports and presentations and proofreading
Having diary ownership of busy schedules, anticipating needs around business getting and sales; scheduling meetings/ events/ travel appropriately, reminding the executives of upcoming meetings and events, ensuring they remains on time, monitoring and resolving any conflicts pro-actively
Acting as the “eyes and ears” for the executives and ensuring they are informed of key art fairs, events, news, internal updates and initiatives, upcoming sales and sale results
Booking travel, being aware of any challenges or conflicts and preparing all necessary documentation and liaising with international offices
Completing all expenses and ensuring timely payment
Managing invoices; checking costs and accuracy, setting up new vendors, processing, and monitoring timely payment
Partnering with other Executive Assistants and providing coverage where needed