THE ROLE
We are looking for a highly motivated, proactive and productive Executive Assistant with impeccable organizational skills to provide mature, discreet, professional assistance.
As the Executive Assistant, you will be responsible for providing full business and administrative support to two Vice Chairmen of Contemporary Art at Sotheby’s New York.
RESPONSIBILITIES
Provide daily support for the two Vice Chairmen who are particularly focused on Contemporary Art. Help manage their responsibilities with regard to relationship management, business getting; sales; and special projects in an efficient and organized way.
Administrative responsibilities include:
- Drafting emails and correspondence; preparing reports and presentations, and all other written communication as needed
- Prompt and effective calendar management, including scheduling internal and external meetings and events, often coordinating with colleagues in international offices across different time zones, and resolving conflicts in a timely fashion
- Meeting preparation, including agenda planning; organizing materials, reports, and presentation decks; tracking attendance; coordinating audio visuals; preparing catering; and performing follow-up actions
- Acting as liaison with all levels of staff globally, including Chairmen and specialists
- Booking travel and preparing all necessary documentation, including detailed itineraries
- Preparing expense reports and submitting them in a timely fashion
- Answering office phone, taking and delivering messages, and checking voicemail box
- Partnering with other Executive Assistants to provide coverage where needed and offering assistance for traveling Chairmen when they are in New York
- Acting as the “eyes and ears” for the Vice Chairmen and ensuring they are informed of key art fairs, events, news, internal updates and initiatives, upcoming auctions and sale results
- Adoption and ongoing management of key corporate tools and systems including CRM, SAP, Client Canvas, Concur, Tableau, Valuation System, Jira, and Workvivo for Chairmen’s clients and activities
Consignment and sale-related responsibilities include:
- Responsible for consignment management for Vice Chairman’s clients, providing estimates, contracts, property condition reporting, coordinating pickups, and confirming reserves, in conjunction with Chairman’s Client Liaison and specialist departments as needed
- Entering information in the Valuation System for client appraisals and working with specialist departments to confirm cataloguing and values
- Various ad-hoc research projects for sourcing and selling
- Accountable for ensuring a smooth and satisfying post-sale experience for Chairman’s clients, frequently liaising with Post-Sale Services on invoicing, payments, shipping, collection, and hand-carrying property
- Work weekends and long hours during marquee sales; and for all sales assist with sale outreach, bid registration, telephone bidding, catalogue mailing, ticket requests, and assembling supplementary materials for clients
Relationship Management Responsibilities
- Assist and support 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
IDEAL EXPERIENCE & COMPETENCIES
- Bachelor’s Degree required, with a preference for some studies in art history
- 2+ years of professional experience in an Executive Assistant role, or role with similar responsibilities
- An awareness and interest in art, the art market, and auction houses
- Excellent writing and communication skills
- 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 analytical skills with experience in drafting reports and presentations
- Strong experience in Outlook, Word, Excel, and PowerPoint
- Flexibility to work some evenings and weekends when necessary
The proposed base salary for this position ranges from $50,000-$55,000. In addition to base salary successful candidates are eligible to receive a discretionary bonus, as well as a competitive benefits package. Salary offers are based on a wide range of factors including relevant skills, training, experience, education, and, where applicable, licensure or certifications obtained. Market and organizational factors are also considered.
