About Sotheby's
Sotheby’s is an auction house founded in London in 1744. Its specialists work across fine art and collecting categories including jewelry, watches, handbags, wine, design, and classic cars. The house connects collectors through live and online auctions, private sales, and fixed-price purchases. Its work spans specialist research and cataloging, client services, marketing, technology, finance, and operations, supporting the preparation, sale, and movement of objects across its international network.
Sotheby's is hiring an Executive Assistant in New York to provide business and administrative support to two Chairmen within Global Fine Arts, including client relationship, consignment, sale, and auction support. The role requires 2+ years of relevant experience and a bachelor’s degree; the proposed base salary is $55,000–$60,000, with eligibility for a discretionary bonus and competitive benefits.
Role & Responsibilities
- Provide daily business and administrative support to two Chairmen within Global Fine Arts, helping manage relationship management, business development, sales, and special projects.
- Draft emails and correspondence; prepare reports, presentations, and other written communications.
- Manage calendars and schedule internal and external meetings and events across international offices and time zones, resolving conflicts promptly.
- Prepare meetings by planning agendas, organizing materials, reports, and presentation decks, tracking attendance, coordinating audiovisual requirements and catering, and completing follow-up actions.
- Act as a liaison with staff at all levels globally, including Chairmen and specialists.
- Book travel and prepare documentation, including detailed itineraries.
- Prepare and submit expense reports promptly.
- Answer the office phone, take and deliver messages, and check voicemail.
- Partner with other Executive Assistants to provide coverage and assist traveling Chairmen when they are in New York.
- Keep Vice Chairmen informed about key art fairs, events, news, internal updates and initiatives, upcoming auctions, and sale results.
- Adopt and manage corporate tools and systems for Chairmen’s clients and activities, including CRM, SAP, Client Canvas, Concur, Tableau, Valuation System, Jira, and Workvivo.
- Manage consignments for Vice Chairman’s clients, including providing estimates and contracts, reporting on property condition, coordinating pickups, and confirming reserves with the Chairman’s Client Liaison and specialist departments as needed.
- Enter client appraisal information in the Valuation System and work with specialist departments to confirm cataloguing and values.
- Conduct ad hoc research projects related to sourcing and selling.
- Ensure a smooth post-sale experience for Chairman’s clients, liaising with Post-Sale Services on invoicing, payments, shipping, collection, and hand-carrying property.
- Work weekends and long hours during marquee sales; support all sales through outreach, bid registration, telephone bidding, catalogue mailing, ticket requests, and assembling supplementary client materials.
- Assist and support the Client Liaison and Client Strategist with strategy and collection management for priority clients.
- Greet clients in the lobby for important viewings and meetings, and independently manage client viewings and gallery walkthroughs when Vice Chairmen are busy.
Qualifications
- Bachelor’s degree required; some study in art history preferred.
- Awareness of and interest in art, the art market, and auction houses.
- Excellent writing and communication skills.
- Strong multitasking and prioritization skills.
- Meticulous attention to detail, accuracy, and organization.
- Ability to handle sensitive and confidential information professionally and discreetly.
- Ability to remain composed under pressure.
- Ability to interact professionally, maturely, and collaboratively with key constituents.
- Good judgment and ability to represent the Sotheby's brand and core competencies.
- Excellent interpersonal skills and an enthusiastic client-service attitude.
- Excellent analytical skills, with experience drafting reports and presentations.
- Strong experience with Outlook, Word, Excel, and PowerPoint.
- Flexibility to work some evenings and weekends when necessary.
Skills
Experience
2+ years of professional experience in an Executive Assistant role or a role with similar responsibilities.
Education
Bachelor’s degree required; some study in art history preferred.
Workplace
The role is situated in New York, New York, USA.
Explore jobs in New York or in the USA.
Compensation
The base compensation for this position ranges from USD 55,000 to USD 60,000 per annum.
Benefits
Eligible candidates may receive a discretionary bonus and a competitive benefits package.
Culture
Sotheby’s describes its culture in terms of client service, specialist knowledge, curiosity, collaboration, and ethical conduct. Its careers materials emphasize working across disciplines and encouraging employees to explore internal opportunities.
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