THE ROLE
To provide assistance to the Heads of Contemporary Art, through both administrative support, and providing assistance across the team with high-profile projects and clients. This is an all-encompassing role, working directly to support the requirements of a leader and also providing support in a Client Liaison capacity by ensuring effective client management and execution of associated projects. The candidate should be well organised, with a good eye for detail and the ability to prioritise tasks as well as being able to adapt to a fast-paced, ever-changing environment.
RESPONSIBLITIES
Client Liaison
- Introduce a systematic approach to identify sourcing and selling opportunities for the Heads of Contemporary Art, with the inclusion of day-to-day information on past and forthcoming sales, identifying property of interest coming up for sale at auction or privately, obtaining bidding advice and the execution of condition reports and other relevant information.
- Set up pipeline management meetings with the leaders identified above as well and their wider team to review sourcing initiatives and activity.
- Deliver client requests concerning general collection management including consignments, pre- and post-sale support and administration, bid registration and execution, loan requests, transactional history, accounts and valuations.
- Management and execution of pre-sale targeting strategy for global auctions across the department.
- Manage and keep track of pre-sale target lists as well as current and potential consignment lists, buyer and under bidder results and artist sourcing projects with relevant specialists.
- Monitor consignment process pre- and post-sale to ensure a smooth selling experience and high sell through rates for consignments.
- Coordinate tracking and input of all significant contribution for auction consignments, purchases, IB and underbids, private treaty sales.
- Ensure that managed clients and any other high profile clients under remit receive a consistently high level of service, by maintaining positive communication and rapport with departments such as Shipping, Client Accounts, Events, Impressionist and Modern Client Strategist, Sotheby’s Preferred, other specialist departments, and European and global salerooms to ensure a seamless process for the client.
- Support client-related projects and work closely with the Research function and other support roles to achieve client objectives
- Create and manage valuations at a detailed level, ensuring the valuation is completed to the appropriate level
Executive Assistant to Heads of Contemporary Art:
- Providing administrative support including:
- Diary management, booking travel and complex schedules, managing expenses
- Coordinating proposals and valuations as required
- Updating and maintaining files and internal systems
- Coordinating meetings and conference calls with foreign
- Effectively co-ordinating tasks and actions whilst leadership are
- Confident and efficient handling of client contact and
- Establish good working relationships with the PAs of high-priority clients and with internal EAs across the business.
- Working closely with the department’s Client Strategist to ensure streamlined communication related to all business development and client engagement.
- Supporting the Business Developer/Client Strategist with Client and Business Development initiatives (e.g. updating the client system, sending large volumes of emails such as pre-sale targeting, event invitations etc.).
- Effective liaison with other departments and international colleagues, in particular coordinating with the London and New York departments to ensure a seamless service to mutual clients.
- Proactively dealing with general queries, problem-solving and following tasks through to completion.
Department & Office Management:
- Auction administration:
- Ensure paddles are registered to respective bidders in the room
- Prepare sales-duties documents for the department and assist with Travex documents for client circulation prior to sales
- Arrange all Interest Meetings ahead of Evening and Day auctions
- Manage the Phoenix Pricing Platform, distributing artworks daily to the specialist team
- Ensuring the smooth day-to-day running of the department and having oversight for maintaining fit for purpose facilities.
- Assisting with all aspects of general departmental duties.
- Making sure the office is clear of clutter, books and put back in the library and the printers and continually stocked with paper.
- Assist with any space planning and ensure the department is adhering to the relevant procedures as well as coordinating and clearing.
- Ensure offices are fit for client viewings.
- Liaising with facilities, IT and Telecoms to make sure the department has the necessary equipment.
- Organising departmental events.
- Being the first point of contact for the temporary resources, making sure they have everything they need.
- Always operating in accordance with the company’s rules on compliance and corporate governance.
IDEAL EXPERIENCE & COMPETENCIES
- Exceptional diary management
- Well organised, with a good eye for detail and the ability to prioritise tasks as well as being able to adapt to a fast-paced, ever-changing environment.
- Strong communication skills (both written and spoken).
- IT and systems literate, with the ability to work nimbly across internal systems and quickly cultivate a good command of these.
- Excellent secretarial skills and be dependable, flexible, discreet and
- Computer literate, with detailed knowledge of Word, Excel, Outlook and
- Experience delivering on tasks in a timely manner without compromising service level
- Enjoy troubleshooting and using
- Be a team player, capable of working well as part of a busy, highly pressurised team, with good interpersonal skills and a friendly and approachable manner towards both clients and colleagues.
- Enthusiastic with a flexible approach and exceptional client service
