ABOUT SOTHEBY'S

Established in 1744, Sotheby’s is the world’s premier destination for art and luxury. Synonymous with innovation, Sotheby’s promotes access, connoisseurship and preservation of fine art and rare objects through auctions, private sales and retail locations. Our trusted global marketplace is supported by a network of specialists spanning 40 countries and 50 categories, which include Contemporary Art, Modern and Impressionist Art, Old Masters, Chinese Works of Art, Jewelry, Watches, Wine and Spirits, and Interiors, among many others.

 

THE ROLE

We are looking for a highly motivated, organized, mature and productive Executive Assistant with 5+ years of experience in a similar role.

As the Executive Assistant, you will be responsible for providing full business and administrative support, acting as the “right-hand person” who can identify and anticipate the Chairman’s needs. To perform this job successfully, you will handle highly sensitive and confidential client, financial, and institutional information while exercising professionalism and discretion. The role must interact seamlessly with a broad range of individuals including clients, business contacts, specialist departments and members of the Executive and Chairmen teams.

 

RESPONSIBILITIES

  • Have full ownership of the Chairman’s busy and constantly changing schedule, anticipate needs around business pitches and sales; schedule meetings/ events/ travel appropriately, remind the Chairman of upcoming appointments, ensure he remains on time, monitor and resolve any conflicts pro-actively and keep his Outlook calendar accurate
  • Organize catering and refreshments for meetings, and occasional event planning and support
  • Book complex, often last-minute travel; preparing visas, tickets, art fair passes, car service, working with local offices etc.
  • Answer calls and promptly deal with incoming enquiries from clients, business contacts and colleagues; resolving or raising to the Chairman
  • Draft emails, type correspondence, prepare reports and presentations  
  • Ensure the Chairman is prepared in advance for all meetings (both client and colleague) with materials and updating the CRM system with relevant notes
  • Work with the Client Strategist to ensure prioritization of activities with key clients in the Chairman’s schedule
  • Act as the “eyes and ears” for the Chairman and ensuring he is informed of key art fairs, events, news, internal updates and initiatives, catalogue publications, upcoming exhibitions, sales and sale results
  • Liaise with all levels of staff globally including Chairmen and senior experts, high profile clients, and external stakeholders from all aspects of the art business
  • Complete all expenses and submit promptly ensuring timely payment
  • Maintain excellent records and an organized virtual/ physical filing system for the Chairman
  • Support with client facing documentation such as valuations and proposal documents; including proof-reading, printing, and cross-referencing, drafting cover letters and valuation agreement letters
  • Assist clients of the Chairman with all aspects of consignments and purchases; schedule viewings of art, valuation visits, register bids, assist with online accounts and bidding, mail catalogues, obtain condition reports/ hi-res images/ selling points, send contracts, monitor and record sale results, arrange shipping and installation
  • Have a thorough awareness and understanding of all business that the Chairman is working on throughout the year, maintaining records, tracking progress of business and logging the data on internal systems
  • Partner with other Executive Assistants and provide coverage for each other where needed

 

IDEAL EXPERIENCE & COMPETENCIES

  • Bachelor’s Degree required
  • Minimum 5 years of experience in an Executive Assistant role or similar role supporting a senior Executive
  • A fastidious attention to detail and accuracy
  • Adept at handling sensitive and confidential information in a professional manner, maintaining discretion at all times 
  • Skillful ability to interact in a professional and mature style with key constituents
  • Strong multi-tasking and prioritization skills
  • Ability to show good judgement and represent the Sotheby’s brand
  • Excellent written communication skills with experience in drafting reports and presentations
  • Advanced skills in Outlook, Word, Excel, and PowerPoint
  • An awareness and interest in the Art market and Sotheby’s and a desire to learn
  • Able to maintain composure under pressure
  • Flexibility to travel and work some evenings and weekends when necessary 

The proposed base salary for this position ranges from $55,000-$75,000. 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.

To view our Candidate Privacy Notice for the US, please click here.

To view our Candidate Privacy Notice for the UK, Hong Kong, France and Switzerland, please click here.

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.

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