Pop Culture Department Assistant

Heritage Auctions•Beverly Hills, CA

15d•$30 - $35•Onsite

About The Position

Start your career with one of the nation’s fastest-growing auction houses, that focuses on treasured collectibles from Sports, Entertainment to Luxury Handbags and Fine Art. Headquartered in Dallas, Texas, with offices in New York, Chicago, Beverly Hills, London, Hong Kong, and other cities. For almost 50 years, Heritage Auctions has been the largest auction house founded in the U.S. and serves more than 50 different auction categories, including Coins, Sports, Comics, Historical, Jewelry, Fine & Decorative Art, Wine, and many more. SUMMARY: The Department Assistant supports the daily operations of the Pop Culture Division, providing administrative and operational support to the Consignment Director while working closely with cross-functional teams. This role ensures seamless execution of auctions, private sales, and marketing initiatives by expertly managing schedules, tracking active deals, monitoring and organizing email communication, coordinating follow-ups, and keeping the Director on task in a fast-paced, deadline-driven environment. Responsibilities also include vendor and client communication, event coordination, and social media engagement. The ideal candidate is highly organized, detail-oriented, and passionate about pop culture, with the ability to thrive in a client-facing role with a positive attitude. This is a full-time, in-person position based in Beverly Hills, CA, requiring flexibility and professionalism during high-volume sales periods and special events.

Requirements

3+ years of administrative, executive assistant, or coordinator experience
Highly proactive, resourceful, and detail-oriented, able to anticipate needs before they arise.
Exceptional verbal and written communication skills.
Strong multitasking ability; thrives in a fast-paced, dynamic environment.
Excellent organizational skills with an unwavering focus on accuracy.
Tech-savvy with strong proficiency in project tracking tools.
Strong follow-through and ability to independently manage shifting priorities.
Positive attitude and willingness to learn.
Comfortable working both independently and as part of a team.
Must be able to occasionally lift up to 50 pounds for property handling.
Proficiency in Microsoft Office: - Word: document formatting, templates, and mail merge - Excel: spreadsheets, formulas, and data reporting - Outlook: calendar management, task coordination, and handling high-volume correspondence

Nice To Haves

Auction house, gallery, entertainment, or luxury industry experience is a strong plus.

Responsibilities

Provide administrative support to the Consignment Director, including managing business travel, accommodation, expense reports, and maintaining an organized workflow.
Manage the Consignment Director’s calendar, schedule client meetings, coordinate travel as needed and proactively prevent scheduling conflicts.
Monitor existing and outstanding tasks and proactively remind the Consignment Director of priorities, upcoming deadlines, and necessary follow-up actions.
Serve as a reliable point of contact for internal teams and clients when the Consignment Director is unavailable.
Assist the Consignment Director with all incoming consignments, including preparing paperwork, communicating with clients, organizing property intake, and resolving client-related issues.
Oversee the movement of property between locations and clients, ensuring timely coordination, tracking, and communication across teams.
Accompany the Consignment Director on client visits, providing support with paperwork, consignment discussions, and onsite pickups.
Keep the Consignment Director on task with catalog production timelines by coordinating with catalogers, photographers, designers, and other departments to ensure deadlines are met and information is routed appropriately.
Collaborate with the Marketing team to execute email campaigns, press releases, catalog promotions, and creative outreach strategies aimed at expanding the client base. Assist in promoting consignment travel and auction events across various channels.
Support outreach to pop culture vendors and business partners. Assist in planning and coordinating auction previews and client events.
Analyze auction reports to identify key buyers, new clients, and potential sellers, and conduct targeted pre- and post-auction outreach to maximize engagement.
Support the Pop Culture Department’s social media presence by creating and posting content, responding to inquiries, and promoting department activities.
Coordinate with internal teams regarding consignment details, deadlines, catalog needs, and follow-up actions.
Be willing to take on additional projects and responsibilities to support the success and growth of the Pop Culture Department.
Be willing to travel as needed.