Administrative Assistant

Description
Start your career with one of the nation's fastest-growing auction houses, that focuses on treasured collectibles from Sports, Entertainment to Luxury Handbags and Fine Art.
Headquartered in Dallas, Texas, with offices in New York, Chicago, Beverly Hills, London, Hong Kong, and other cities. For almost 50 years, Heritage Auctions has been the largest auction house founded in the U.S. and serves more than 50 different auction categories, including Coins, Sports, Comics, Historical, Jewelry, Fine & Decorative Art, Wine, and many more.

SUMMARY:
Heritage Auctions is looking for a full-time
Administrative Assistant
to join its Category Marketing team within the Marketing Department. The ideal candidate has 2+ years of hands-on experience personally managing a heavy volume of print marketing efforts, campaigns, and content creation, e.g., direct mail, brochures, postcards, print advertisements, and miscellaneous collateral. This position will work closely with graphic designers, print production staff, and subject matter experts to produce marketing efforts with brand consistency in a fast-paced environment.
This is a project coordination role—not a creative, content production, IT, or social media position.
Benefits

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

COMPENSATION:
Commensurate based on experience.

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

ESSENTIAL DUTIES & RESPONSIBILITIES:
Duties include, but are not limited to, the following:

• Own the support function, end-to-end, of marketing campaigns for specific auctions and categories.
• Track deadlines, approvals, and deliverables across multiple auction categories using project management tools/software.
• Managing the processes for producing print marketing efforts and campaigns, e.g., creating jobs, scheduling production workflow, acquiring creative assets, communicating job specs to the graphic design team, and interfacing with print production vendors.
• Serving and collaborating with assigned internal clients and subject matter experts, i.e., the directors of our 50+ categories of collectibles, fine art, and luxury lifestyle items.
• Providing content (marketing copy and images) to the graphic design team.
• Creating media plans by sourcing trade and general interest publications, negotiating advertising rates, and managing insertion orders.
• Collaborating with other departments (Digital Team, Operations, Events, Photography) to ensure projects are delivered on time and within budget.
• Liaise with the digital team to ensure digital marketing efforts (emails, web marketing, social media) are scheduled and efficiently executed.
• Discover the unique stories behind the items we auction through regular interaction with subject matter experts.
• Identify bottlenecks or workflow inefficiencies and recommend improvements.
• Run weekly marketing check-in meetings with category stakeholders to communicate progress, address roadblocks, and align expectations.
• This position will report to the Director of Marketing.

Requirements
EXPERIENCE:

• 2+ years of experience in print marketing, project management, or project coordination.
• Experience providing support to sales, account management, or client service teams is a plus.
• Bachelor's degree required.
• Experience with the auction business and/or collectibles, fine art, or luxury lifestyle goods (e.g. fine jewelry and timepieces) is a plus.
• Familiarity with project management software (e.g., Robohead, Asana, or similar tools) is a plus.
• Prior work in client-facing roles or hospitality settings is a plus.
• Experience in administrative support or clerical work is a plus.
• Proficiency in Microsoft Office Suite, including:
• Word: document formatting, templates, and mail merge
• Excel: spreadsheets, formulas, and data reporting
• Outlook: calendar management, task coordination, and handling high-volume correspondence

What We Are Looking For

• Strong communication skills – Excellent written and verbal abilities, with clarity and professionalism.
• Curiosity and adaptability – Willingness to learn a new industry and stay open to growth.
• Creative mindset – Innovative thinker who values diverse ideas and perspectives.
• Collaborative professionalism – Objective, tactful, and comfortable giving and receiving constructive feedback.
• Sound judgment under pressure – Ability to distinguish the critical from the trivial, especially when meeting tight deadlines with quick turnarounds.
• Project leadership – Hands-on project management experience strongly preferred.
• Agility – Skilled at multitasking and flexible enough to pivot quickly as priorities shift.

WORK ENVIRONMENT:
The successful candidate is a deadline-driven, reliable self-starter, able to work independently with extreme attention to detail. Must be able to juggle and prioritize a heavy volume of jobs with competing deadlines; i.e., know when to put aside one project to start another, yet work on both simultaneously.

Heritage Auctions welcomes and encourages applications from women, minorities, veterans, mature workers, and persons with disabilities. EOE