Executive Assistant
ABOUT SOTHEBY'S
Established 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 ROLE
We 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 three working relationship.
RESPONSIBILITIES
Acting 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 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
Drafting emails, typing correspondence, preparing reports and presentations and proofreading
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
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
Some experience in an Executive Assistant role, or role with similar responsibilities
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 judgement 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 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. To view our Candidate Privacy Notice for the US, please click here .
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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/province or local law. The Company complies with applicable state and local laws prohibiting discrimination in employment in every jurisdiction in which it operates.