Executive Assistant

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
• Aiding 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
• Completing all expenses and ensuring 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

Requirements

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

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

Qualifications

Bachelor’s Degree required

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.

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.