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This position will provide administrative support to the SVP, Vice Chairman and VP, Chief of Staff Global Fine Arts.
Responsibilities
Coordinating calendar; scheduling appointments
Answering and directing phone calls
Preparing correspondence
Organizing meetings including pre-meeting materials as needed
Organizing travel arrangements including tickets, accommodations, car services, etc.
Preparing and tracking expense reports
Maintaining paper and electronic files and client lists
Provide Relationship Manager (RM) support, including but not limited to: Daily support of the RM’s work with clients; help bring together the resources required to deliver an extraordinary client experience. Follow through and monitor large volumes of communication, questions, and requests by all levels of clients; act as liaison where necessary between the RMs and internal departments (i.e. – general inquiries; valuation requests; proposals; consignments; private treaty sales; buying and bidding services; postsale services - invoicing, shipping). As appropriate, act as a conduit of client information between the RM, the Client Developer, and the Department to help obtain/maintain the most up to date and accurate information.
Provide support during catalogue deadlines and sales; manage interest list, exhibition support, condition reports, images, selling points, organizing and/or executing bids
Assist with note writing, cataloguing and researching provenance, etc. when appropriate
Work on special projects and other sale-related responsibilities as required.
Foster relationships internally by acting as a crucial liaison between Imps/Mod and Sotheby’s internal departments, both internationally and domestically
Requirements
Impeccable organizational skills and exceptional attention to detail
Strong interpersonal skills, client service attitude and excellent telephone manner
Excellent writing skills
Strong time management skills
Dependable, proactive, mature. Exercises good judgement and discretion at all times.
Enthusiastic team player
Ability to multi task and perform in a pressured environment and handle high level of responsibility
Occasional long hours required, included late evenings and weekends during sale deadlines, exhibitions and auctions
Ability to work well with others as well as independently in order to achieve deadlines
Strong computer skills with knowledge of Excel, Word and PowerPoint necessary.
Experience in auction is a plus
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