Best suited to candidates with prior executive support experience and a genuine interest in the art market, working in a high-profile auction house setting.
Derived from job-description analysis by Serendipath's career intelligence engine.
Original posting from Sotheby's via Greenhouse
ABOUT SOTHEBY'S
Established in 1744, Sotheby’s promotes access and ownership of exceptional art and luxury objects through auctions, private sales and retail. Our deep expertise across 70 selling categories is supported by a leading technology platform and a global network of specialists spanning 40 countries. Selling categories include Contemporary Art, Modern and Impressionist Art, Old Masters, Chinese Works of Art, Jewelry, Watches, Wine and Spirits and Design, as well as collectible cars and real estate through RM Sotheby’s and Concierge. Sotheby’s Financial Services is a leading art lender and provides capital solutions for collectors around the world, having originated more than $12 billion in loans since its inception. Sotheby’s new global headquarters is now open at the iconic Breuer building at 945 Madison Avenue in New York City.
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 Chairmen at Sotheby’s New York.
RESPONSIBILITIES
Provide daily support for the two Chairmen within Global Fine Arts. 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 $55,000 - $60,000. 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.
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The Company is an equal opportunity employer and considers all applicants for employment without regard to race (including, without limitation, traits historically associated with race, such as natural hair, hair texture, and protective and treated or untreated hairstyles), color, creed, religion, sex, sexual orientation, marital or civil partnership/union status, national origin, age, disability, pregnancy, genetic predisposition, genetic information, reproductive health decision, sexual orientation, gender identity or expression, alienage or citizenship status, domestic violence victim status, military or veteran status, or any other characteristic protected by federal, state/province or local law. The Company complies with applicable state and local laws prohibiting discrimination in employment in every jurisdiction in which it operates.
Source: Sotheby's careers (Greenhouse)