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Executive Assistant

at Sotheby's

Posted: 7/28/2019
Job Reference #: 3164

Job Description

  • Job LocationsUS-NY-New York
    Posted Date1 month ago(7/10/2019 12:35)
    Position Type
    Full Time (A)
  • Overview

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


    • 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


    • 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