Executive Assistant New York, United States

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

Minimum Qualifications:

• 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
• Able 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

Qualifications

Preferred Qualifications:

• Flexibility to work some evenings and weekends when necessary

Pay

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.