Client Liaison

Sotheby's Institute of Art; New York (NY); On-site; USD 60,000 - 65,000; Full time

Benefits offered by this job

Discretionary bonus

Competitive benefits package

Job summary

Sotheby's Institute of Art in New York seeks a highly capable Executive Assistant to provide comprehensive administrative support to senior executives. You will manage complex calendars, coordinate global meetings, prepare reports and presentations, and handle confidential information with discretion.

Ideal candidates have a Bachelor's degree, strong MS Office skills (Outlook, Word, Excel, PowerPoint), and the ability to multitask in a dynamic art-market environment.

Qualifications

• Bachelor’s Degree is required.
• Experience in an Executive Assistant role or similar responsibilities.
• Interest in the art market and Sotheby’s.
• Strong multitasking and prioritization abilities.
• High attention to detail and discretion in handling sensitive information.

Responsibilities

• Act as liaison with all levels of staff globally including executives and clients.
• Coordinate meetings; plan agenda, arrange speakers, organize materials, track attendance.
• Assist with projects, research, data gathering, analysis and presentation.
• Answer calls and inquiries; resolve or escalate to executives.
• Ensure executives are prepared for meetings, pitches, and client interactions.
• Draft emails, prepare reports and presentations, and proofreading.
• Coordinate and manage valuations.
• Manage consignments through the process.
• Own busy diaries, schedule meetings/events/travel and resolve conflicts.
• Inform executives of key art fairs, events and sale results.
• Book travel and liaise with international offices.
• Complete expenses and ensure timely payment; manage invoices and vendors.
• Oversee post-sale shipping; provide coverage with other EAs.

Skills

Outlook experience

MS Word

MS Excel

MS PowerPoint

Written communication

Analytical skills

Multi-tasking

Discretion

Professional demeanor

Education

Bachelor’s Degree

Tools

Outlook

Word

Excel

PowerPoint

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.

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 Client Liaison 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
• 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

The proposed base salary for this position ranges from $60,000-$65,000. 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. Market and organizational factors are also considered.

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, 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. The Company complies with applicable state and local laws prohibiting discrimination in employment in every jurisdiction in which it operates.