Client Liaison & Executive Assistant

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About Sotheby's:
Established in 1744, Sotheby’s is the world’s premier destination for art and luxury. Sotheby’s promotes access to and ownership of exceptional art and luxury objects through auctions and buy‑now channels including private sales, e-commerce and retail. Our trusted global marketplace is supported by an industry‑leading technology platform and a network of specialists spanning 40 countries and 70 categories.

Provide assistance to the Heads of Contemporary Art through administrative support and high‑profile client liaison, ensuring effective client management and execution of associated projects.

• Introduce a systematic approach to identify sourcing and selling opportunities for the Heads of Contemporary Art, including day‑to‑day information on past and forthcoming sales.
• Set up pipeline management meetings with the leaders and their wider team to review sourcing initiatives.
• Deliver client requests concerning general collection management, consignments, pre‑ and post‑sale support, bid registration, loan requests, transactional history and valuations.
• Manage and execute pre‑sale targeting strategy for global auctions across the department.
• Maintain pre‑sale target lists, consignment lists, buyer and under‑bidder results and artist sourcing projects.
• Monitor the consignment process to ensure a smooth selling experience and high sell‑through rates.
• Coordinate tracking and input of all significant contributions for auction consignments, purchases and private treaty sales.
• Ensure high‑profile clients receive consistently high service, maintaining communication with departments such as Shipping, Client Accounts, Events and specialist teams.
• Support client‑related projects and collaborate with the Research function to achieve client objectives.
• Create and manage detailed valuations.

• Diary management, booking travel and complex schedules, managing expenses.
• Coordinate proposals and valuations as required.
• Update and maintain files and internal systems.
• Coordinate meetings and conference calls with foreign parties.
• Effectively coordinate tasks and actions while leaders are confident and efficient handling of client contact.
• Establish good working relationships with PAs of high‑priority clients and with internal EAs.
• Work closely with the department’s Client Strategist to ensure streamlined communication related to all business development and client engagement.
• Support the Business Developer/Client Strategist with client and business development initiatives (e.g., updating the client system, sending large volumes of emails).
• Effective liaison with other departments and international colleagues, coordinating with London and New York departments to ensure seamless service.
• Proactively deal with general queries, problem‑solve and follow tasks through to completion.

• Auction administration: ensure paddles are registered to bidders, prepare sales‑duty documents, arrange interest meetings, manage Phoenix Pricing Platform, and distribute artworks daily.
• Ensure smooth day‑to‑day department operations and oversight of facilities.
• Assist with general departmental duties and keep the office clear of clutter, books, printers and supplies.
• Assist with space planning and coordinate department procedures.
• Ensure offices are fit for client viewings.
• Liaise with facilities, IT and telecoms for necessary equipment.
• Organise departmental events.
• Act as first point of contact for temporary resources.
• Operate in accordance with company rules on compliance and corporate governance.

• Exceptional diary management.
• Well‑organised with attention to detail and ability to prioritise tasks in a fast‑paced environment.
• Strong written and spoken communication skills.
• IT and systems literate, quick to cultivate command of internal systems.
• Excellent secretarial skills, dependable, flexible, discreet.
• Computer literate with detailed knowledge of Word, Excel, Outlook.
• Deliver tasks on time without compromising service level.
• Enjoy troubleshooting and…