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, discrete, professional assistance. As the Executive Assistant, you will be responsible for providing full business and administrative support, in a one to two working relationship.ResponsibilitiesActing as liaison with all levels of staff globally including executives and senior experts, high profile clients, and external stakeholders from all aspects of the art businessResponsible for coordinating certain meetings; planning the agenda with input, arranging speakers, organizing materials, tracking attendance, following up on actionsAssisting with diverse projects, initiatives and roll outs, carrying out research, gathering, analyzing and presenting dataAnswering calls and dealing with incoming enquiries from staff and clients; resolving or raising to the executivesEnsuring the executives are prepared for all meetings/ pitches/ sales/ client interactions with materials and reportsDrafting emails, typing correspondence, preparing reports and presentations and proofreadingHaving diary ownership of busy schedules, anticipating needs around business getting and sales; scheduling meetings/ events/ travel appropriately, reminding the executives of upcoming meetings and events, ensuring they remains on time, monitoring and resolving any conflicts pro-activelyActing as the "eyes and ears" for the executives and ensuring they are informed of key art fairs, events, news, internal updates and initiatives, upcoming sales and sale resultsBooking travel, being aware of any challenges or conflicts and preparing all necessary documentation and liaising with international officesComplete all expenses and ensure timely paymentManaging invoices; checking costs and accuracy, setting up new vendors, processing, and monitoring timely paymentPartnering with other Executive Assistants and providing coverage where neededIdeal Experience & CompetenciesBachelor's Degree requiredSome experience in an Executive Assistant role, or role with similar responsibilitiesAn awareness and interest in the Art market and Sotheby's and a desire to learn about business development and strategyStrong 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 written communication and analytical skills with experience in drafting reports and presentations and responding to correspondence in a timely fashionStrong 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-$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.