Executive Assistant

Sotheby's; New York (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

Sotheby’s is seeking an Executive Assistant to provide mature, discrete, and professional support to senior executives. The role involves liaison with staff globally, calendar management, travel coordination, and preparation of reports and presentations. A Bachelor's degree and experience in an EA role are preferred.

Occasional evenings and weekends may be required. The base salary ranges from $55,000 to $75,000, with eligibility for discretionary bonus and benefits.

Qualifications

• Bachelor’s Degree required.
• Experience in an EA role or similar responsibilities.
• Interest in the Art market and Sotheby’s business development.

Responsibilities

• Act as liaison with staff globally, executives, clients and external stakeholders at all levels.
• Coordinate meetings, manage agendas, arrange speakers and materials, track actions.
• Prepare reports, presentations, emails and correspondence; keep diaries and schedules.
• Arrange travel, monitor time, and ensure timely documentation and expense processing.
• Support invoicing, vendor setup, and collaboration with other EAs.

Skills

Multitasking

Discretion

Interpersonal skills

Written communication

Analytical skills

Professional demeanor

Art market knowledge

Judgement and brand representation

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.

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 two 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
• 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
• 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 $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. 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, such as natural hair, hair texture, and protective and treated or untreated hairstyles), 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.