Administrative Assistant - Comics

Job Description

Job Description

Description:

Start your career with one of the nation’s fastest-growing auction houses!

At Heritage Auctions, you’ll be part of a team that brings rare collectibles to life, from Fine Art and Luxury Goods to Sports Memorabilia, Coins, and beyond. Headquartered in Dallas with offices worldwide, we offer a collaborative, fast-paced environment where curiosity is valued, growth is fostered, and every day brings something new to discover. If you’re driven, detail-oriented, and curious about the stories behind extraordinary objects, we invite you to join our team and grow in a dynamic environment where passion for history, culture, and storytelling connects collectors and enthusiasts worldwide!

ROLE SUMMARY: The Administrative Assistant supports the Comic Vice Presidents by providing high-level coordination for priority consignments and client relationships. This role enhances client service, streamlines internal communication, and supports revenue growth by enabling VPs to focus on high-value client engagement. Serving as a central point of contact, this role ensures high-value consignments are proactively managed from intake through auction, while maintaining clear, timely communication across departments and with clients.

LOCATION: South of Dallas/Fort Worth International Airport, NW corner of W. Airport Freeway (Hwy. 183) and Valley View Lane

BENEFITS:

• Medical, Dental, Vision coverage
• Paid time off
• 401k savings plans
• Onsite gym with access to a personal trainer

COMPENSATION: Commensurate based on experience.

WHAT YOU'LL DO:

Client & Consignment Management

• Act as a dedicated liaison for high-value clients and consignments
• Proactively track priority consignments from intake through auction completion
• Maintain visibility into active consignments and current client leads
• Respond to client inquiries regarding consignment status and processing timelines
• Ensure consistent, timely, and proactive communication with high-value clients

Internal Coordination

• Serve as the primary point of coordination between Comic VPs and internal departments
• Collaborate with accounting, shipping, operations, and client services teams
• Track consignment status across departments to ensure accuracy and efficiency
• Manage internal follow-ups to keep consignments progressing on schedule

Executive & Administrative Support

• Assist Comic Vice Presidents with scheduling, calendar management, and travel coordination
• Support expense tracking, reporting, and submission
• Help coordinate meetings, internal priorities, and day-to-day administrative needs

Issue Resolution & Process Support

• Identify and escalate delays or issues impacting consignments
• Drive resolution by coordinating with appropriate internal teams
• Support process improvements that enhance efficiency and client experience
• Help ensure deadlines and auction schedules are met

Accounting Coordination

• Assist in identifying and resolving accounting and settlement discrepancies for client accounts
• Partner closely with Accounting to reconcile consignment payments, invoices, and client statements
• Communicate clearly with clients regarding settlement details, adjustments, and resolutions

Role Impact

• Improves client satisfaction through proactive communication and transparency
• Increases operational efficiency by centralizing coordination
• Supports revenue growth by enabling VPs to focus on high-value client relationships
• Protects high-value consignments through active oversight and follow-through

WHAT WE ARE LOOKING FOR:

Education and Experience

• Experience with email and chat-based client communication
• Proficiency in Microsoft Outlook and Excel required

Skills & Abilities

• Proficiency in Microsoft Office, particularly Word and Excel
• Strong organizational and project management skills with the ability to manage multiple priorities
• Exceptional verbal, written, and interpersonal communication skills
• Client-focused mindset with a positive, solutions-oriented attitude
• Strong critical thinking and problem-solving abilities with sound judgment
• High attention to detail with strong follow-through and accuracy
• Ability to multitask and manage time effectively in a fast-paced environment
• Comfortable collaborating cross-functionally across departments
• Ability to work independently and as part of a team
• Multilingual skills are a plus

Work Environment

• Fast-paced, high-demand environment requiring adaptability and strong prioritization skills
• Ability to occasionally lift up to 25 lbs

At Heritage Auctions, we celebrate diversity and are committed to fostering an inclusive environment. We welcome and encourage applications from women, minorities, veterans, mature workers, and persons with disabilities. EOE