Executive Assistant
2 months ago
**ABOUT SOTHEBY'S**
Established in 1744, Sotheby's is the world's premier destination for art and luxury. Sotheby's promotes access to and ownership of exceptional art and luxury objects through auctions and buy-now channels including private sales, e-commerce and retail. Our trusted global marketplace is supported by an industry-leading technology platform and a network of specialists spanning 40 countries and 70 categories which 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. Sotheby's believes in the transformative power of art and culture and is committed to making our industries more inclusive, sustainable and collaborative.
**THE ROLE**
We are looking for a highly motivated, proactive and productive Executive Assistant with impeccable organizational skills to provide mature, discrete, and professional assistance. Supporting directly our Chief Operating Officer and Managing Director of Global Fine Art, you will act as a part of two broader teams, providing support through large team events, initiatives, gatherings, and strategic updates. We are looking for someone who is an organized and highly-motivated team player interested in the Auction House environment and providing high-level support.
**RESPONSIBILITIES**
- Acting as liaison with; all levels of staff globally including C-suite level executives and senior experts, high profile clients, and external stakeholders from all aspects of the art business
- Responsible for coordinating certain meetings; planning the agenda with input, arranging speakers, organizing materials, tracking attendance, following up on actions
- Assisting with diverse projects, initiatives and roll outs, carrying out research, gathering, analyzing and presenting data
- Answering calls and dealing with incoming enquiries from staff and clients; resolving or raising to the executives
- Ensuring the executives are prepared for all meetings/ pitches/ sales/ client interactions with materials and reports
- Having 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-actively
- Acting 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 results
- Assisting VIP clients; scheduling viewings, registering bids, assisting with online accounts and bidding, mailing catalogues, obtaining condition reports/ hi-res images/ selling points, tracking sales results
- Booking travel, being aware of any challenges or conflicts and preparing all necessary documentation and liaising with international offices.
- Complete all expenses and ensure timely payment
- Managing invoices; checking costs and accuracy, setting up new vendors, processing, and monitoring timely payment
- Partnering with other Executive Assistants and providing coverage 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
- An awareness and interest in the Art market and Sotheby's and a desire to learn about business development and strategy
- Strong multi-tasking and prioritization skills
- A fastidious attention to detail, accuracy and organization
- Adept at handling sensitive and confidential information in a professional manner, maintaining discretion at all times
- Able to maintain composure under pressure
- Skillful ability to interact in a professional, mature and collaborative style with key constituents
- Ability to show good judgment and represent the Sotheby's brand and core competencies
- Excellent interpersonal skills and an enthusiastic client service attitude
- Excellent written communication and analytical skills with experience in drafting reports and presentations and responding to correspondence in a timely fashion
- Strong experience in Outlook, Word, Excel, and PowerPoint
- Flexibility to work some evenings and weekends when necessary
**_ 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/prov
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