Personal Assistant, Impressionist - London, United Kingdom - Sotheby's

Sotheby's

Verified Company

London, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

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

**_ 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