Client Liaison

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.

About 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

• Act 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
• Coordinate certain meetings; plan the agenda with input, arrange speakers, organize materials, track attendance, follow up on actions
• Assist with diverse projects, initiatives and roll outs, carrying out research, gathering, analyzing and presenting data
• Answer calls and deal with incoming enquiries from staff and clients; resolve or escalate to the executives
• Ensure the executives are prepared for all meetings, pitches, sales, and client interactions with materials and reports
• Draft emails, type correspondence, prepare reports and presentations, and proofread
• Coordinate and manage valuations
• Manage consignments through the process
• Own the diary of busy schedules, anticipate needs around business development and sales; schedule meetings, events, and travel appropriately, remind the executives of upcoming meetings and events, ensure they remain on time, monitor and resolve any conflicts proactively
• Act as the “eyes and ears” for the executives and ensure they are informed of key art fairs, events, news, internal updates and initiatives, upcoming sales and sale results
• Book travel, be aware of any challenges or conflicts, prepare all necessary documentation, and liaise with international offices
• Complete all expenses and ensure timely payment
• Manage invoices; check costs and accuracy, set up new vendors, process, and monitor timely payment
• Manage the post-sale shipping process
• Partner with other Executive Assistants and provide coverage where needed

Requirements

• 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
• 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

Pay

The proposed base salary for this position ranges from $60,000-$65,000. 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.