Executive Assistant

Executive AssistantNew York, United StatesAbout Sotheby'sEstablished 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 RoleWe 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.ResponsibilitiesProvide 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 neededPrompt 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 fashionMeeting preparation, including agenda planning; organizing materials, reports, and presentation decks; tracking attendance; coordinating audio visuals; preparing catering; and performing follow-up actionsActing as liaison with all levels of staff globally, including Chairmen and specialistsBooking travel and preparing all necessary documentation, including detailed itinerariesPreparing expense reports and submitting them in a timely fashionAnswering office phone, taking and delivering messages, and checking voicemail boxPartnering with other Executive Assistants to provide coverage where needed and offering assistance for traveling Chairmen when they are in New YorkActing 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 resultsAdoption 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 activitiesConsignment 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 neededEntering information in the Valuation System for client appraisals and working with specialist departments to confirm cataloguing and valuesVarious ad-hoc research projects for sourcing and sellingAccountable 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 propertyWork 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 clientsRelationship Management ResponsibilitiesAssist and support Client Liaison and Client Strategist with strategy and collection management for priority clientsGreet clients in the lobby for important viewings and meetings, and independently manage client viewings and gallery walkthroughs when Vice Chairmen are busyIdeal Experience & CompetenciesBachelor's Degree required, with a preference for some studies in art history2+ years of professional experience in an Executive Assistant role, or role with similar responsibilitiesAn awareness and interest in art, the art market, and auction housesExcellent writing and communication skillsStrong multi-tasking and prioritization skillsA fastidious attention to detail, accuracy and organizationAdept at handling sensitive and confidential information in a professional manner, maintaining discretion at all timesAble to maintain composure under pressureSkillful ability to interact in a professional, mature and collaborative style with key constituentsAbility to show good judgement and represent the Sotheby's brand and core competenciesExcellent interpersonal skills and an enthusiastic client service attitudeExcellent analytical skills with experience in drafting reports and presentationsStrong experience in Outlook, Word, Excel, and PowerPointFlexibility to work some evenings and weekends when necessaryThe 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.