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Sotheby's · 1 day ago

Executive Assistant, Sotheby’s Financial Services

New York, United States

Full-time

Onsite

Mid Level

$60K/yr - $80K/yr

4+ years exp

Sotheby's is the world’s premier destination for art and luxury, and they are seeking a highly motivated Executive Assistant to provide professional support to two global executives. The role involves managing calendars, coordinating meetings, and assisting with various projects and administrative tasks to enhance operational effectiveness.

ArtCollectiblesEventsRetail

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

Qualification

Calendar managementOrganizational skillsWritten communicationMicrosoft OutlookMicrosoft ExcelMicrosoft PowerPointClient service attitudeDiscretionInterpersonal skillsAttention to detail

Required

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