Client Liaison

Sothebys; New York (NY); On-site; USD 70,000 - 110,000; Full time

Job summary

Sotheby’s in New York seeks a highly motivated Executive Assistant to provide mature, discreet, professional support. You will be responsible for providing full business and administrative support, in a one to three working relationship.

Acting as liaison with global staff and high‑profile clients, you will coordinate meetings, prepare materials, and manage travel and expenses. The role emphasizes discretion, organization, and the ability to handle confidential information under pressure.

Qualifications

• Bachelor's Degree required.
• Some experience in an Executive Assistant role, or role with similar responsibilities.
• 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.
• Able to handle sensitive information with discretion at all times.
• Maintain composure under pressure.

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.
• Coordinating certain meetings; planning the agenda, arranging speakers, organizing materials, tracking attendance, following up on actions.
• Assisting 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.
• Coordinate and manage valuations.
• Managing consignments through the process.
• Diary ownership of busy schedules, scheduling meetings/events/travel, reminding executives of upcoming meetings and events, and resolving conflicts pro-actively.
• Acting as the eyes and ears for the executives and keeping them informed of key art fairs, events, news, and initiatives.

Skills

Bachelor's degree

Executive Assistant experience

Art market awareness

Multitasking

Attention to detail

Discretion

Composure under pressure

Education

Bachelor's degree

Job description

ABOUT SOTHEBY'S

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.

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

• 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
• Assisting 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
• Coordinate and manage valuations
• Managing consignments through the process
• 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
• Complete all expenses and ensure timely payment
• Managing invoices; checking costs and accuracy, setting up new vendors, processing, and monitoring timely payment
• Managing the post-sale shipping process
• Partnering with other Executive Assistants and providing coverage where needed

IDEAL EXPERIENCE & COMPETENCIES

• 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