Executive Assistant

The role of Executive Assistant at Sotheby’s involves providing full business and administrative support to executives and senior experts. Key responsibilities include:

• Acting as liaison with all levels of staff globally, including executives and senior experts, high-profile clients, and external stakeholders from various aspects of the art business.
• Coordinating meetings, planning agendas, arranging speakers, organizing materials, tracking attendance, and following up on actions.
• Assisting with diverse projects, initiatives, and rollouts, conducting research, gathering, analyzing, and presenting data.
• Answering calls and dealing with incoming enquiries from staff and clients, resolving or escalating issues as necessary.
• Ensuring executives are prepared for meetings, pitches, sales, and client interactions with materials and reports.
• Drafting emails, typing correspondence, preparing reports and presentations, and proofreading.
• Maintaining diary ownership, anticipating needs, scheduling meetings/events/travel, reminding executives of upcoming meetings and events, ensuring punctuality, and resolving conflicts proactively.
• Acting as the “eyes and ears” for executives, keeping them informed of key art fairs, events, news, internal updates, and initiatives, upcoming sales, and sale results.
• Booking travel, addressing any challenges or conflicts, and preparing necessary documentation while liaising with international offices.
• Completing expenses and ensuring timely payments, managing invoices, checking costs and accuracy, setting up new vendors, processing, and monitoring timely payments.
• Partnering with other Executive Assistants and providing coverage where needed.

The ideal candidate should have:

• A bachelor’s degree.
• Experience in an Executive Assistant role or a similar position.
• An awareness and interest in the art market and Sotheby’s, along with a desire to learn about business development and strategy.
• Strong multi-tasking and prioritization skills.
• A meticulous attention to detail, accuracy, and organization.
• Adept at handling sensitive and confidential information professionally.
• Good judgment and the ability to represent Sotheby’s brand and core competencies.
• Excellent interpersonal skills and an enthusiastic client service attitude.
• Strong written communication and analytical skills, including experience in drafting reports and presentations and responding to correspondence promptly.
• Proficiency 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 to $75,000, with the possibility of a discretionary bonus and a competitive benefits package. The Company is an equal opportunity employer and considers all applicants without discrimination based on race, 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 law.