Executive Assistant

- Mid Level

NY

About the position

Sotheby’s is the world’s premier destination for art and luxury, established in 1744. The company promotes access to and ownership of exceptional art and luxury objects through auctions and buy-now channels including private sales, e-commerce, and retail. Sotheby’s trusted global marketplace is supported by an industry-leading technology platform and a network of specialists spanning 40 countries and 70 categories. The company believes in the transformative power of art and culture and is committed to making its industries more inclusive, sustainable, and collaborative. The role of Executive Assistant involves providing full business and administrative support to two global executives in the New York office, requiring impeccable organizational skills and a proactive approach.

Responsibilities

• Calendar management for two global executives in the New York office, monitoring, prioritizing, and resolving conflicts pro-actively.
• Liaising with all levels of staff globally, including senior executives, high-profile clients, and external stakeholders.
• Coordinating meetings and events, planning agendas, arranging speakers, organizing materials, tracking attendance, and following up on actions.
• Assisting with diverse projects, initiatives, and rollouts, carrying out research, gathering, analyzing, and presenting data.
• Answering calls and handling incoming inquiries from staff and clients, resolving or escalating issues to the executives.
• Drafting emails and correspondence, preparing reports and presentations, and proofreading.
• Acting as the 'eyes and ears' for the executives, ensuring they are informed of issues, events, news, internal updates, and initiatives.
• Booking trips and travel arrangements as necessary.
• Completing all expenses and becoming an expert in the T&E policy and tool.
• Managing invoices, checking costs and accuracy, setting up new vendors, processing, and monitoring timely payment.
• Partnering with other Executive Assistants and providing coverage where needed.

Requirements

• Bachelor’s Degree required.
• 5+ years of professional experience in an Executive Assistant role or similar responsibilities.
• An awareness and interest in the Art market and Sotheby’s, with 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 professionally.
• Ability to maintain composure under pressure.
• Skillful interaction in a professional, mature, and collaborative style with key constituents.
• Good judgment and representation of 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.
• Strong experience in Outlook, Word, Excel, and PowerPoint.
• Flexibility to work some evenings and weekends when necessary.

Benefits

• Base salary range from $60,000-$80,000.
• Eligibility for a discretionary bonus.
• Competitive benefits package.