Executive Assistant New New York, United States

Sotheby's International; New York (NY); Hybrid; USD 55,000 - 60,000; Full time

Job summary

Sotheby’s is seeking an Executive Assistant in New York to provide mature, discreet support to two Vice Chairmen of Contemporary Art. You will manage calendars, coordinate travel and meetings across time zones, and draft key correspondence.

Ideal candidates have a Bachelor’s degree, 2+ years in an EA role, and strong writing/organizational skills, with proficiency in Outlook, Excel, and PowerPoint. Flexibility for evenings/weekends is a plus.

Qualifications

• Bachelor’s degree required, with a preference for art history studies.
• 2+ years in an Executive Assistant role or similar responsibilities.
• Excellent writing and communication skills.
• Ability to handle sensitive information with discretion.
• Strong organizational and multi-tasking abilities.
• Proficiency in Outlook, Word, Excel, and PowerPoint.

Responsibilities

• Provide daily support for two Vice Chairs focused on Contemporary Art.
• Manage calendars, schedule internal/external meetings across time zones.
• Prepare reports, presentations, and all written communications.
• Coordinate travel, create itineraries, and submit expense reports.
• Liaise with staff globally and support cross‑office coverage.
• Assist with consignment and post‑sale activities as needed.
• Maintain CRM and corporate tools for client activities.

Skills

Executive support

Calendar management

Travel coordination

Communication

Discretion

Interpersonal skills

Education

Bachelor's Degree

Art history interest

Tools

Outlook

Word

Excel

PowerPoint

CRM

SAP

Client Canvas

Concur

Tableau

Jira

Workvivo

Job description

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, discreet, professional assistance.

As the Executive Assistant, you will be responsible for providing full business and administrative support to two Vice Chairmen of Contemporary Art at Sotheby’s New York.

RESPONSIBILITIES

Provide daily support for the two Vice Chairmen who are particularly focused on Contemporary Art. Help manage their responsibilities with regard to relationship management, business getting; sales; and special projects in an efficient and organized way.

Administrative responsibilities include:

• Drafting emails and correspondence; preparing reports and presentations, and all other written communication as needed
• Prompt and effective calendar management, including scheduling internal and external meetings and events, often coordinating with colleagues in international offices across different time zones, and resolving conflicts in a timely fashion
• Meeting preparation, including agenda planning; organizing materials, reports, and presentation decks; tracking attendance; coordinating audio visuals; preparing catering; and performing follow-up actions
• Acting as liaison with all levels of staff globally, including Chairmen and specialists
• Booking travel and preparing all necessary documentation, including detailed itineraries
• Preparing expense reports and submitting them in a timely fashion
• Answering office phone, taking and delivering messages, and checking voicemail box
• Partnering with other Executive Assistants to provide coverage where needed and offering assistance for traveling Chairmen when they are in New York
• Acting as the “eyes and ears” for the Vice Chairmen and ensuring they are informed of key art fairs, events, news, internal updates and initiatives, upcoming auctions and sale results
• Adoption and ongoing management of key corporate tools and systems including CRM, SAP, Client Canvas, Concur, Tableau, Valuation System, Jira, and Workvivo for Chairmen’s clients and activities

Consignment and sale-related responsibilities include:

• Responsible for consignment management for Vice Chairman’s clients, providing estimates, contracts, property condition reporting, coordinating pickups, and confirming reserves, in conjunction with Chairman’s Client Liaison and specialist departments as needed
• Entering information in the Valuation System for client appraisals and working with specialist departments to confirm cataloguing and values
• Various ad-hoc research projects for sourcing and selling
• Accountable for ensuring a smooth and satisfying post-sale experience for Chairman’s clients, frequently liaising with Post-Sale Services on invoicing, payments, shipping, collection, and hand‑carrying property
• Work weekends and long hours during marquee sales; and for all sales assist with sale outreach, bid registration, telephone bidding, catalogue mailing, ticket requests, and assembling supplementary materials for clients

Relationship Management Responsibilities

• Assist and support Client Liaison and Client Strategist with strategy and collection management for priority clients
• Greet clients in the lobby for important viewings and meetings, and independently manage client viewings and gallery walkthroughs when Vice Chairmen are busy

IDEAL EXPERIENCE & COMPETENCIES

• Bachelor’s Degree required, with a preference for some studies in art history
• 2+ years of professional experience in an Executive Assistant role, or role with similar responsibilities
• An awareness and interest in art, the art market, and auction houses
• Excellent writing and communication skills
• 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 analytical skills with experience in drafting reports and presentations
• 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 - $60,000. 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.