Executive Assistant & Office Coordinator

ABOUT SOTHEBY'S 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 The Executive Assistant and Office Coordinator plays a key role in supporting the smooth and efficient operation of Sotheby's Switzerland. Serving as a central point of coordination across the primarily Geneva office, the role supports office operations, administrative processes, office experience initiatives, and the delivery of major auction and event activities. Working in close partnership with, local leadership and cross-functional teams, the role helps ensure that the Geneva office operates efficiently, delivers an exceptional experience to employees, clients and visitors, and successfully executes key business events and initiatives. The position also provides executive and administrative support to the Managing Director Switzerland. The role requires a hands-on, proactive and solutions-oriented individual who enjoys bringing structure, organisation and seamless coordination to a fast-paced and demanding environment. RESPONSIBILITIES OFFICE OPERATIONS, ADMINISTRATION & EXPERIENCE Office Experience & Internal Communications • Support office-wide projects and initiatives, including office moves, workplace improvements and space planning. • Coordinate internal communications, office announcements and key updates. • Support the organisation of town halls, employee meetings, team-building activities and office-wide events. • Welcome and support visiting colleagues, specialists and senior stakeholders travelling to Geneva. • Help create a welcoming, professional and efficient environment for employees, clients, visitors, vendors and external partners. • Act as a central point of coordination to ensure a seamless experience for all users of the Geneva office. • Partner with HR, Operations and business teams to support office-wide initiatives, onboarding, offboarding and key employee lifecycle events, ensuring a seamless workplace experience through the coordination of office-related arrangements. • Identify opportunities to improve office services, communication and the overall office experience. Office Coordination • Act as a central point of coordination for office-related matters and cross-functional initiatives. • Coordinate office supplies, stationery and workplace consumables, ensuring adequate stock levels at all times. • Coordinate meeting room bookings, meeting logistics, catering and hospitality arrangements for internal meetings, clients and visitors. • Coordinate deliveries, couriers, incoming and outgoing shipments. • Follow up on office-related requests with internal stakeholders, building management and service providers, ensuring timely resolution. • Maintain office records, contact lists and administrative documentation. • Identify and resolve operational issues that do not naturally sit within a dedicated department. • Act as a trusted troubleshooter and coordinator for office-related matters across the Geneva office. Administrative Coordinati