Overview

This position will provide administrative support to the SVP, Vice Chairman and VP, Chief of Staff Global Fine Arts.

Responsibilities

  • Coordinating calendar; scheduling appointments
  • Answering and directing phone calls
  • Preparing correspondence
  • Organizing meetings including pre-meeting materials as needed
  • Organizing travel arrangements including tickets, accommodations, car services, etc.
  • Preparing and tracking expense reports
  • Maintaining paper and electronic files and client lists
  • Provide Relationship Manager (RM) support, including but not limited to:
    • Daily support of the RM’s work with clients; help bring together the resources required to deliver an extraordinary client experience.
    • Follow through and monitor large volumes of communication, questions, and requests by all levels of clients; act as liaison where necessary between the RMs and internal departments (i.e. – general inquiries; valuation requests; proposals; consignments; private treaty sales; buying and bidding services; postsale services – invoicing, shipping)
    • As appropriate, act as a conduit of client information between the RM, the Client Developer, and the Department to help obtain/maintain the most up to date and accurate information.
  • Provide support during catalogue deadlines and sales; manage interest list,  exhibition support, condition reports, images, selling points, organizing and/or executing bids
  • Assist with note writing, cataloguing and researching provenance, etc. when appropriate
  • Work on special projects and other sale-related responsibilities as required.
  • Foster relationships internally by acting as a crucial liaison between Imps/Mod and Sotheby’s internal departments, both internationally and domestically

Qualifications

  • Impeccable organizational skills and exceptional attention to detail
  • Strong interpersonal skills, client service attitude and excellent telephone manner
  • Excellent writing skills
  • Strong time management skills
  • Dependable, proactive, mature. Exercises good judgement and discretion at all times.
  • Enthusiastic team player
  • Ability to multi task and perform in a pressured environment and handle high level of responsibility
  • Occasional long hours required, included late evenings and weekends during sale deadlines, exhibitions and auctions
  • Ability to work well with others as well as independently in order to achieve deadlines
  • Strong computer skills with knowledge of Excel, Word and PowerPoint necessary.
  • Experience in auction is a plus

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