Executive Assistant

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 We are looking for a highly motivated, proactive and productive Executive Assistant with impeccable organizational skills to provide mature, discreet, professional assistance. As the Executive Assistant, you will be responsible for providing full business and administrative support to two Chairmen at Sotheby’s New York. RESPONSIBILITIES Provide daily support for the two Chairmen within Global Fine Arts. Help manage their responsibilities with regard to relationship management, business getting; sales; and special projects in an efficient and organized way. Administrative responsibilities include: • Drafting emails and correspondence; preparing reports and presentations, and all other written communication as needed • Prompt and effective calendar management, including scheduling internal and external meetings and events, often coordinating with colleagues in international offices across different time zones, and resolving conflicts in a timely fashion • Meeting preparation, including agenda planning; organizing materials, reports, and presentation decks; tracking attendance; coordinating audio visuals; preparing catering; and performing follow-up actions • Acting as liaison with all levels of staff globally, including Chairmen and specialists • Booking travel and preparing all necessary documentation, including detailed itineraries • Preparing expense reports and submitting them in a timely fashion • Answering office phone, taking and delivering messages, and checking voicemail box • Partnering with other Executive Assistants to provide coverage where needed and offering assistance for traveling Chairmen when they are in New York • Acting as the “eyes and ears” for the Vice Chairmen and ensuring they are informed of key art fairs, events, news, internal updates and initiatives, upcoming auctions and sale results • Adoption and ongoing management of key corporate tools and systems including CRM, SAP, Client Canvas, Concur, Tableau, Valuation System, Jira, and Workvivo for Chairmen’s clients and activities Consignment and sale-related responsibilities include: • Responsible for consignment management for Vice Chairman’s clients, providing estimates, contracts, property condition reporting, coordinating pickups, and confirming reserves, in conjunction with Chairman’s Client Liaison and specialist departments as needed • Entering information in the Valuation System for client appraisals and working with specialist departments to confirm cataloguing and values • Various ad-hoc research projects for sourcing and selling • Accountable for ensuring a smooth and satisfying post-sale experience for Chairman’s clients, frequently liaising with Post-Sale Services on invoicing, payments, shipping, collection, and hand-carrying property • Work weekends and long hours during marquee sales; and for all sales assist with sale outreach, bid registration, telephone bidding, catalogu