Job Description

ABOUT SOTHEBY'S

Established in 1744, Sotheby's is the world's premier destination for art and luxury. Sotheby's promotes access to and ownership of exceptional art and luxury objects through auctions and buy-now channels including private sales, e-commerce and retail. Our trusted global marketplace is supported by an industry-leading technology platform and a network of specialists spanning 40 countries and 70 categories which 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. Sotheby's believes in the transformative power of art and culture and is committed to making our industries more inclusive, sustainable and collaborative.

THE ROLE

To assist a senior member of an international fine art department, while also supporting the department with day-to-day priorities throughout the year. Working as a core member of the support team in this very busy, high-profile department.

RESPONSIBLITIES

Executive Assistant


Serve as primary point of contact for correspondence and client relations via telephone, email, and written communication, ensuring professional and efficient handling. Manage diaries, schedule meetings and conference calls, and coordinate appointments. Ensure high-level service for senior director's managed clients and fulfil all relevant requests Schedule VIP client lunches and dinners and oversee relevant logistics. Arrange and oversee national and international travel, ensuring smooth coordination of messages, emails, and tasks while executives are traveling. Act as a main point of contact for clients in the absence of experts, maintaining seamless communication and facilitating workflow Work closely with the Client Strategist to ensure streamlined communication for business development and client engagement Support the Business Developer/Client Strategist with client outreach, data management, and business development efforts, including updating client records, managing pre-sale targeting, and distributing event invitations. Ensure that there is consistent communication between all departments involved in the UK task force: relevant specialists, the Chairman's office, client development, and valuations department. Assist with the preparation of proposals and valuations. Schedule and coordinate senior staff review meetings for valuations, managing follow-ups and action items as necessary Provide administrative support related to personal matters as required Assist Chairmen, Senior Specialists and Heads of Sale in coordinating and organizing UK Business Meetings. Operate in full compliance with company policies, corporate governance, and industry regulations.

Department Assistant


Ensuring the smooth day to day running of the department Manage viewings and the viewing room diary to optimize scheduling and communication across the division Assisting with estimate enquiries and general correspondence. Assist in preparing for departmental meetings, including scheduling, agendas, and follow-up actions. Proactively resolving issues that arise and ensuring timely completion of tasks. Maintaining appearance of office and managing the organization ordering of office supplies as needed Managing and updating client and departmental files Answering general department phone line Assist with the organisation of client and department events, working with our Client Development team, Special Events, and other members of the team Ahead of each sale, preparing sale files, printing gallery labels and responding to image requests Arranging hand carries and collection/delivery of property Assisting Head of Sale and Sale Manager with sale related tasks in the lead up to each sale Implementing new office processes and procedures Oversee the maintenance of office spaces, supplies, and technology, liaising with IT and facilities to address issues swiftly.

Valuations Support & Coordination


Maintain the current UK valuations running list ensuring deadlines are met and research is complete. Liaise with the relevant Valuations Manager and Tax and Heritage as needed. Set out the timeframe for valuations, including research and submitting drafts to the Valuation team. Schedule and coordinate senior staff review of major valuations and manage outputs and notes from that meeting. Plan and maintain UK appraisal and valuation visit schedule with the Senior Director Work with client development, events and preferred to make sure that appropriate client entertainment opportunities are undertaken.

IDEAL EXPERIENCE & COMPETENCIES

Excellent secretarial skills with strong attention to detail Ability to prioritise tasks, manage and meet deadlines, and adapt to a fast-paced, dynamic environment. Take responsibility to ensure that the department functions effectively and efficiently. Excellent interpersonal and communication skills, with a commitment to delivering outstanding client service. Collaborative team player with a cooperative attitude and a willingness to take on diverse responsibilities. Enthusiastic, adaptable, and capable of quick thinking in high-pressure situations Functional working knowledge of the auction process and related procedures. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Fluency in English (written and spoken)

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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.