Senior Executive Assistant

THE ROLE

We are looking for a highly motivated, proactive and productive Sr. 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 to two executives.

RESPONSIBILITIES

• Responsible for prompt and effective calendar management (accepting, declining and rescheduling meetings)
• Answering phone, taking and delivering messages, checking voice mailbox
• Overall administrative support for Worldwide Head of Sale—draft communications with clients and colleagues as needed, print and send important correspondence
• Ensuring the Chairman is 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 schedules, anticipating needs around business getting and sales
• Scheduling meetings/ events/ travel
• Reminding the executive of upcoming meetings and events, ensuring they remain on time, monitoring and resolving any conflicts pro-actively and timely
• Acting as liaison with all levels of staff globally including Chairmen and senior experts, high profile clients, and external stakeholders from all aspects of the art business
• Responsible for coordinating meetings; planning the agenda with input, arranging speakers, organizing materials, tracking attendance, and following up on actions
• Answering calls and dealing with incoming enquiries from staff and clients
• Resolving and raising staff and client concerns to the Chairman and Chief of Staff in a timely manner
• Accountable for ensuring a smooth and satisfying post-sale experience for Chairman’s clients, liaising with post sale on invoices, payments, shipping and collection

• Responsible for consignment management, providing contracts, coordinating pickups, confirming reserves in conjunction with Chairman’s client liaison and specialist departments as needed

• Work closely with Chief of Staff on coordination of major meetings and travel schedules
• Supporting administrative planning and coordination of major sales including reserving conference rooms, working with office services, transportation of materials, and catering
• Adoption and ongoing management of key corporate tools and systems including CRM, Concur, Tableau, FYEO, and Workplace with Chairman’s activities
• Maintain designated email distribution lists as applicable

• Acting as the “eyes and ears” for the Chairman 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
• Liaising with international offices on behalf of the Chairman
• Coordination of Chairman’s lunch delivery/pick up when needed and general maintenance of well-being for the team
• Managing Chairman’s expense reports
• Partnering with other Executive Assistants and providing coverage where needed

IDEAL EXPERIENCE & COMPETENCIES

• Bachelor’s Degree required
• 4-7 years of professional 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 

Salary Range: $55,000 - $75,000