Executive Assistant, Sotheby’s Financial Services
$60k - $80k USD
ABOUT SOTHEBY'S
Established in 1744, Sotheby’s is the world’s premier destination for art and luxury. Sotheby’s promotes access to and ownership of exceptional art and luxury objects through auctions and buy-now channels including private sales, e-commerce and retail. Our trusted global marketplace is supported by an industry-leading technology platform and a network of specialists spanning 40 countries and 70 categories which 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. Sotheby’s believes in the transformative power of art and culture and is committed to making our industries more inclusive, sustainable and collaborative.
In addition, we offer Sotheby’s Financial Services, the only full-service art financing company. For advisory we offer services for private collectors, museums, corporations, artists, estates and foundations.
Sotheby’s Financial Services enables clients to unlock the liquidity in their fine art and collectible assets through technology and innovation. With the spirit of a fintech startup, the stability of a large established organization, and its position at the center of the art ecosystem, the SFS team unites around the goal of leading the future of art financial services. We have a bold and exciting journey ahead, and we can't wait to make it happen together.
THE ROLE
We are looking for a highly motivated, proactive and productive Executive Assistant with impeccable organizational skills to provide mature, discrete, professional assistance. As the Executive Assistant, you will be responsible for providing full business and administrative support, in a one to two working relationship.
RESPONSIBILITIES
- Calendar management for two global executives in the New York office
- Liaising with all levels of staff globally including senior executives, high profile clients, and external stakeholders from all aspects of the business and market
- Responsible for coordinating meetings and events as needed; planning the agenda with input, arranging speakers, organizing materials, tracking attendance, following up on actions
- Assisting with diverse projects, initiatives and roll outs, carrying out research, gathering, analyzing and presenting data
- Handles incoming enquiries from staff and clients; resolving or raising to the executives
- Drafting email and correspondence, preparing reports and presentations and proofreading
- Acting as the “eyes and ears” for the executives and ensuring they are informed of any issues or events, news, internal updates and initiatives, upcoming sales and sale results
- Booking trips and travel arrangements as necessary
- Complete all expenses and become an expert in the T&E policy and tool.
- Help coordinate business-wide procedures and work to improve existing processes for maximum clarity, efficiency, and success
- Project manage the development and implementation of new or re-engineered processes to improve operating effectiveness and to achieve our growth goals
- Serve as primary point of connectivity and liaise effectively across functional areas of the business
- Managing invoices; checking costs and accuracy, setting up new vendors, processing, and monitoring timely payment
- Coordinates both new hire onboarding and offboarding transitions for members of the team
- Partnering with other Executive Assistants and providing coverage where needed
IDEAL EXPERIENCE & COMPETENCIES
- Bachelor’s Degree required.
- 4+ years of professional experience in an Executive Assistant role, or role with similar responsibilities.
- An awareness and interest in the Art market and Sotheby’s and a desire to learn about business development and strategy.
- Strong multi-tasking and prioritization skills.
- A fastidious attention to detail, accuracy and organization.
- Adept at handling sensitive and confidential information in a professional manner, maintaining discretion at all times.
- Able to maintain composure under pressure.
- Skillful ability to interact in a professional, mature and collaborative style with key constituents.
- Ability to show good judgment and represent the Sotheby’s brand and core competencies.
- Excellent interpersonal skills and an enthusiastic client service attitude.
- Excellent written communication and analytical skills with experience in drafting reports and presentations and responding to correspondence in a timely fashion.
- Strong experience in Outlook, Word, Excel, and PowerPoint.
- Flexibility to work some evenings and weekends when necessary.
The proposed base salary for this position ranges from $60,000-$80,000. 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.
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The Company is an equal opportunity employer and considers all applicants for employment without regard to race (including, without limitation, traits historically associated with race, such as natural hair, hair texture, and protective and treated or untreated hairstyles), color, creed, religion, sex, sexual orientation, marital or civil partnership/union status, national origin, age, disability, pregnancy, genetic predisposition, genetic information, reproductive health decision, sexual orientation, gender identity or expression, alienage or citizenship status, domestic violence victim status, military or veteran status, or any other characteristic protected by federal, state/province or local law. The Company complies with applicable state and local laws prohibiting discrimination in employment in every jurisdiction in which it operates.