Department Assistant, Jewelry

THE ROLE

To provide effective assistance and ensure the smooth running of the department, supporting its business-getting and sale strategies, while delivering a high quality client service. 

RESPONSIBILITIES

• Act as the first point of contact for the department, communicating effectively with clients and colleagues from around the world, in person, on the telephone, by email and by letter, and provide day to day departmental support.
• Provide departmental support, including:
  • Deal with incoming and outgoing departmental correspondence
  • Assist Head of Department and Senior Specialists with travel booking and expenses
  • Coordinate internal and external messages and tasks while the Head of Department and other Specialists  are travelling
  • Facilitate day to day processes, acting as a bridge for fluid communication between internal departments and the Head of Department
  • Answer enquiries regarding previous sale results and property offered by Sotheby’s
  • Assist with correspondence related to property estimate requests, ensuring clients receive timely responses
  • Assist with organisation and administration of traveling exhibitions, auction exhibitions, trade viewings and ad hoc projects 

• Marketing, Proposals, Valuations, and Loan Requests:
  • Coordinate  departmental marketing projects, liaising with the Marketing Manager, with a focus on social media outreach
  •  Enter and edit departmental valuations, liaising with the client lead and Valuations department.
  • Assist with departmental proposals liaising with the client lead and the Proposals department.
  • Manage loan requests from museums and institutions.
  •  Update departmental web pages.

• Data Management:

• Manage and update hard and digital copy client files and keep departmental spreadsheets (e.g. chase lists) up to date
  • Work with experts, Business Intelligence and Client Developer to maintain and update client review lists
  • Form and maintain client groups for catalogue distribution and marketing mailings on the Client System and ensuring that data on the Client System is accurate
  • Create and update department data spreadsheets as needed 

• Sale-related Responsibilities: - Pre- and post-sale reporting
  •  Assist with organizing and sending out condition reports
  • Assist with disseminating sale room labels and sale room notices
  • Process telephone bid requests
  • Assist clients with their post-sale payment enquiries
  • Liaise with clients for collection of aging inventory and unsold  property
  •  Assist Special Events and foreign offices in the organisation of receptions at Sotheby’s and off-site, including events abroad.

• General housekeeping of the departmental office, including:
  • Assisting and liaising with IT over problems with departmental computers, and ordering new equipment as necessary
  • Maintaining department stationery and office supplies
  • Implementing new office processes and procedures
  •  Maintaining appearance of office, including assisting with organising collection of recycling bin and confidential waste.
  •  Maintain and organize client viewing rooms
  • Maintaining departmental archives, library and research materials, creating new filing systems and overseeing archiving and storing of departmental files
• Work with the department sale coordinator and registrar  on the location and movement of property within the department.
• General administrative duties as required, including the implementation of new initiatives.
• Provide ad hoc cataloguing and research support when required.
• Operating at all times in accordance with the company’s rules on compliance and corporate governance.

IDEAL EXPERIENCE & COMPETENCIES

• Proven interest in luxury and culture.
• Computer literate (excellent knowledge of Word and Excel, Outlook and the Internet is essential).
• Possess excellent communication skills, both written and spoken.
• The ability to work effectively individually and in a team and to ‘pitch in’ when required.
• Ability to work well under pressure, and a flexible approach to a wide range of tasks.
• Be well organised, with a good eye for detail and the ability to prioritise tasks.
• Be committed to helping run the department on a day-to-day basis.
• Be a self-starter and a forward thinker.
• Commitment to an exemplary level of client service.
• Proven ability of meeting deadlines.
• Some understanding of Sotheby’s and its culture and services, and of the auction process in general. 

The proposed base salary for this position ranges from $50,000-$60,000. In addition to base salary successful candidates are eligible to receive a discretionary bonus, as well as a competitive benefits package. Salary offers are based on a wide range of factors including relevant skills, training, experience, education, and, where applicable, licensure or certifications obtained. Market and organizational factors are also considered.