Executive Assistant

Sotheby's•New York, NY

15d•$55,000 - $60,000•Onsite

About The Position

Sotheby’s is seeking a highly motivated, proactive and productive Executive Assistant with strong organizational skills to provide mature, discreet and professional assistance. The role provides full business and administrative support to two Chairmen at Sotheby’s New York within Global Fine Arts, helping them manage relationship management, business development, sales and special projects. The position includes extensive calendar, correspondence, meeting, travel, expense and office support, as well as coordination with colleagues and clients around the world. The Executive Assistant also supports consignment and sale activities, client relationship management, appraisals, post-sale services and client viewings. Work may include long hours and weekends during marquee sales, and some evening and weekend flexibility when necessary.

Requirements

Bachelor’s degree required.
At least 2 years of professional experience in an Executive Assistant role or a role with similar responsibilities.
Awareness of and interest in art, the art market and auction houses.
Excellent writing and communication skills.
Strong multitasking and prioritization skills.
Fastidious attention to detail, accuracy and organization.
Ability to handle sensitive and confidential information professionally and discreetly.
Ability to maintain composure under pressure.
Ability to interact professionally, maturely and collaboratively with key constituents.
Good judgment and ability to represent the Sotheby’s brand and core competencies.
Excellent interpersonal skills and an enthusiastic client-service attitude.
Excellent analytical skills and experience drafting reports and presentations.
Strong experience with Outlook, Word, Excel and PowerPoint.
Flexibility to work some evenings and weekends when necessary.

Nice To Haves

Some studies in art history are preferred.

Responsibilities

Provide daily business and administrative support to two Chairmen within Global Fine Arts, helping manage relationship management, business getting, sales and special projects.
Draft emails, correspondence, reports, presentations and other written communications.
Manage calendars and schedule internal and external meetings and events, coordinating across international offices and time zones and resolving conflicts.
Prepare meetings by planning agendas, organizing materials and presentation decks, tracking attendance, coordinating audiovisual needs and catering, and completing follow-up actions.
Act as a liaison with staff at all levels globally, including Chairmen and specialists.
Book travel and prepare detailed itineraries and other necessary travel documentation.
Prepare and submit expense reports promptly.
Answer office calls, take and deliver messages, and check voicemail.
Partner with other Executive Assistants to provide coverage and assist traveling Chairmen when they are in New York.
Keep Vice Chairmen informed about key art fairs, events, news, internal updates and initiatives, upcoming auctions and sale results.
Adopt and manage corporate tools and systems, including CRM, SAP, Client Canvas, Concur, Tableau, Valuation System, Jira and Workvivo, for the Chairmen’s clients and activities.
Manage consignments for Vice Chairman clients, including estimates, contracts, property condition reporting, pickups and reserve confirmations, coordinating with the Chairman’s Client Liaison and specialist departments as needed.
Enter information in the Valuation System for client appraisals and work with specialist departments to confirm cataloguing and values.
Conduct ad-hoc research projects for sourcing and selling.
Ensure a smooth post-sale experience for Chairman clients by liaising with Post-Sale Services on invoicing, payments, shipping, collection and hand-carrying property.
During sales, assist with sale outreach, bid registration, telephone bidding, catalogue mailing, ticket requests and assembling supplementary materials for clients; work weekends and long hours during marquee sales.
Assist and support the Client Liaison and Client Strategist with strategy and collection management for priority clients.
Greet clients in the lobby for important viewings and meetings, and independently manage client viewings and gallery walkthroughs when Vice Chairmen are busy.