Personal Assistant, Impressionist - London, United Kingdom - Sotheby's
Description
ABOUT SOTHEBY'S
Established in 1744, Sotheby's is the world's premier destination for art and luxury.
Synonymous with innovation, Sotheby's promotes access, connoisseurship and preservation of fine art and rare objects through auctions, private sales and retail locations.
Our trusted global marketplace is supported by a network of specialists spanning 40 countries and 50 categories, which include Contemporary Art, Modern and Impressionist Art, Old Masters, Chinese Works of Art, Jewelry, Watches, Wine and Spirits, and Interiors, among many others.
THE ROLE
To provide assistance to three senior members of staff within the Impressionist and Modern Art department, London, and to have oversight on the smooth running of the department and its facilities.
The position will provide an exciting challenge for someone who would enjoy working as a core member of the support team in this busy, high profile department.
RESPONSIBILITIES
PA Responsibilities include:
- Providing support including:
- Managing diaries, schedules and priorities
- Booking travel and effectively coordinating messages and tasks during travel
- Responding to and prioritising incoming communications
- Drafting / writing outgoing correspondence
- Processing expenses, maintaining files and other ad hoc
- Assist with clients by acting as a point person for communication, including coordinating and drafting client targeting outreach. This may involve liaising with postsale services and admin to facilitate consignments, bids and purchases. This may include nonImpressionist and Modern Art sales (KCMA).
- Liaising with staff in London and New York for sale related tasks such as contracts and deal
- Confident and efficient handling of client liaison, in person, by phone and
- Working on Valuations, Sale and Marketing Proposals and Artist Market Reports for senior specialists, including research and preparation for estimating
- Assisting with meeting preparation and presentations for Head of Business as required which will include various excel based
- Effective liaison with internal departments and international
Office Manager and General Responsibilities include:
- Assisting with Evening Sale marketing by maintaining a list of marketing promises for the Evening sale and coordinating marketing elements with the Marketing Manager and Business
- Maintain the Evening sale confirmed
- Coordinate Day sale marketing.
- Coordinate department wise special projects as directed by managers for example training programs, department meetings and
- Ensuring the smooth daytoday running of the department and having oversight for maintaining fit for purpose
- Coordinating annual cleaning, sale time preparation, assisting with space planning and ensuring offices are fit for client viewings
- Oversea and coordinate pre and postsale duties such as formatting selling points, processing telephone bids, preparing saleroom notices and labels, preparing and sending condition reports both internally and externally
- Provide support over deadline periods by assisting with research which may include internal and external libraries
- Dealing effectively with general queries, problem solving and project
- Support experts and the Head of Business with varying projects as and when
- Operating at all times in accordance with the company's rules on compliance and corporate governance
IDEAL EXPERIENCE & COMPETENCIES
- Possess excellent secretarial skills and be dependable, discreet and diplomatic
- Uptodate knowledge of the London Impressionist and Modern art scene, as well as possessing professional experience of (ideally) the fine arts auction market
- Computer literate with an excellent knowledge of Word, Excel, Outlook and PowerPoint and ideally a knowledge of client management systems
- Possess excellent communication skills (both written and spoken): fluent English language is essential, other European languages a benefit
- Well organised, with a good eye for detail and the ability to prioritise tasks
- Have a flexible approach, enjoy troubleshooting and using initiative
- Exceptional client service
- Confident team player, capable of working well as part of a busy, highly pressurised team
- Good interpersonal skills, with a professional and approachable manner towards clients /colleagues
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