Department Assistant, Chinese Works of Art

THE ROLE

To provide assistance to specialists, consultant and senior members of staff within the Chinese Works of Art Department, New York, and to ensure the smooth running of the department and its facilities. The Individual will participate in all aspects of auction preparation and handle property on regular basis. The individual is primarily responsible for handling the departmental day-to-day tasks, as well as providing support on long term projects, working closely with Sotheby’s specialist and business departments, and liaising with clients. 

RESPONSIBILITIES

• Provide department support inclusive of the following responsibilities;
  • office correspondence and mailing
  • client correspondence, including answering the phones and responding to client valuation requests
  • administrative support
  • organize travel arrangements and effectively coordinating messages and tasks while the Head of Department and other experts are travelling
  • coordinating sweep mailings and schedule
  • coordinating department marketing
• Provide support to department cataloguers and senior specialists as necessary, including inputting valuations, typing auction estimate listings, managing follow up with valuations dept. etc.
• Assist with responding to written and email estimate requests
• Manage sending of condition reports and additional images prior to an auction
• Support the seasonal Asia Week auctions with client communication, telephone bidding and other assistance
• Manage archiving and binding of department catalogues, track and renew catalogue and periodical subscriptions
• Provide support to the Sale Administrator, which could include:
  • reporting on property consigned for sale and producing contracts
  • pre-and post-sale letters
  • managing interest lists
  • preparing sale-room notices and labels
  • writing client invitation letters
  • assisting with property pick-ups and overseeing installations
  • assisting with shipping of client property pre-and post-sale
  • assisting with the pre-sale object meetings and running lists
• Provide RMA support for department RMs
• Provide assistant support to Head of Department
• Work on special projects, as required
• Additional ad hoc tasks where required

IDEAL EXPERIENCE & COMPETENCIES

• Bachelor’s Degree with minimum of 1 year’s work experience
• Fluency in Mandarin desirable but not required
• Highly organized and detail oriented
• Excellent verbal and written communication skills
• Ability to multi-task and prioritize while working under pressure
• Ability to exercise judgment and discretion with top-tier clients
• Excellent interpersonal skills with both internal and external clients
• Be reliable, conscientious and capable of working well as part of a busy team working to deadlines
• Team player with positive attitude and able to establish close working relationships with support departments and administrative colleagues
• Willing to work long hours during peak seasons and exhibitions weekends
• Excellent computer skills (Microsoft Office).  Knowledge of Sotheby’s systems a plus

The proposed base salary for this position ranges from $45,000-$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.