Executive Assistant at Sotheby’s

London, England, United Kingdom

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Not SpecifiedCompensation

Mid-level (3 to 4 years)Experience Level

Full TimeJob Type

UnknownVisa

Fine Art, Luxury, AuctionsIndustries

Requirements

(Not explicitly listed in the job description)

Responsibilities

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 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
Ensure the smooth day to day running of the department
Manage viewings and the viewing room diary to optimize scheduling and communication across the division
Assist with estimate enquiries and general correspondence
Assist in preparing for departmental meetings, including scheduling, agendas, and follow-up actions
Proactively resolve issues that arise and ensure timely completion of tasks
Maintain appearance of office and manage the organization ordering of office supplies as needed
Manage and update client and departmental files
Answer 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, prepare sale files, print gallery labels and respond to image requests
Arrange hand carries and collection/delivery of property
Assist Head of Sale and Sale Manager with sale related tasks in the lead up to each sale
Implement new office processes and procedures
Oversee the maintenance of office spaces, supplies, and technology, liaising with IT and facilities to address issues swiftly
Maintain the cur (valuations support and coordination tasks, as per incomplete section)

Skills

Key technologies and capabilities for this role

Calendar ManagementTravel CoordinationClient RelationsEvent SchedulingAdministrative SupportCommunicationData ManagementBusiness Development Support

Questions & Answers

Common questions about this position

Is this role remote or does it require office presence?

This information is not specified in the job description.

What salary or compensation is offered for this Executive Assistant position?

This information is not specified in the job description.

What key skills are needed for this Executive Assistant role?

Key skills include managing diaries and scheduling, coordinating travel and client events, handling correspondence and client relations, and providing administrative support while ensuring compliance with company policies.

What is the team structure like for this position?

The role involves working as a core member of the support team in a very busy, high-profile international fine art department, assisting a senior member while supporting day-to-day priorities and collaborating with specialists, Client Strategist, Business Developer, and other departments.

What makes a strong candidate for this Executive Assistant role?

A strong candidate excels in client relations, scheduling, travel coordination, and administrative support in a fast-paced, high-profile environment, with the ability to ensure seamless communication across departments and handle VIP client logistics professionally.

Sotheby’s

Auction house for fine art

About Sotheby’s

Sotheby's is a global auction house that specializes in selling fine art, luxury items, and collectibles through live and online auctions, as well as private sales. The company provides online estimates to help sellers determine the value of their items, which is a key differentiator from competitors. Sotheby's holds auctions in major cities worldwide, attracting a diverse audience and ensuring a competitive market for high-end items. The goal is to connect buyers and sellers in the luxury market while offering a personalized and discreet experience.

New York City, New YorkHeadquarters

1744Year Founded

$4MTotal Funding

POST_IPO_EQUITYCompany Stage

Real Estate, Consumer GoodsIndustries

1,001-5,000Employees

Benefits

Health Insurance

Dental Insurance

Vision Insurance

Life Insurance

Disability Insurance

Paid Vacation

Paid Sick Leave

Paid Holidays

401(k) Company Match

Professional Development Budget

Risks

NFT market volatility poses financial risks for Sotheby's digital collectibles sales.

Recent staff layoffs indicate potential financial instability or auction performance downturn.

The $100 million Breuer building acquisition could strain financial resources if unprofitable.

Differentiation

Sotheby's offers both live and online auctions, catering to diverse client preferences.

The company provides private sales for clients seeking privacy and exclusivity in transactions.

Sotheby's expertise in valuing rare items attracts high-end collectors and investors.

Upsides

Sotheby's collaboration with The Luxury Group offers unique luxury auction experiences.

The acquisition of the Breuer building enhances Sotheby's brand and auction venue prestige.

Sotheby's acceptance of cryptocurrency payments attracts crypto-wealthy buyers.

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