Executive Assistant, Sotheby’s Financial Services

Executive Assistant, Sotheby’s Financial Services

New York, United States

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, which include Contemporary Art, Modern and Impressionist Art, Old Masters, Chinese Works of Art, Jewelry, Watches, Wine and Spirits, and Design, as well as collectible cars and real estate.

Sotheby’s believes in the transformative power of art and culture and is committed to making our industries more inclusive, sustainable and collaborative.

In addition, we offer Sotheby’s Financial Services, the only full‑service art financing company. For advisory we offer services for private collectors, museums, corporations, artists, estates and foundations.

Sotheby’s Financial Services enables clients to unlock the liquidity in their fine art and collectible assets through technology and innovation. With the spirit of a fintech startup, the stability of a large established organization, and its position at the center of the art ecosystem, the SFS team unites around the goal of leading the future of art financial services. We have a bold and exciting journey ahead, and we can’t wait to make it happen together.

We are looking for a highly motivated, proactive and productive Executive Assistant with impeccable organizational skills to provide mature, discrete, professional assistance. As the Executive Assistant, you will be responsible for providing full business and administrative support in a one‑to‑two working relationship.

• Calendar management for two global executives in the New York office
• Liaising with all levels of staff globally, including senior executives, high‑profile clients, and external stakeholders from all aspects of the business and market
• Coordinating meetings and events as needed; planning the agenda with input, arranging speakers, organizing materials, tracking attendance, and following up on actions
• Assisting with diverse projects, initiatives and roll‑outs, carrying out research, gathering, analysing and presenting data
• Handling incoming enquiries from staff and clients; resolving or raising to the executives
• Drafting email and correspondence, preparing reports and presentations, and proofreading
• Acting as the “eyes and ears” for the executives and ensuring they are informed of any issues or events, news, internal updates and initiatives, upcoming sales and sale results
• Booking trips and travel arrangements as necessary
• Completing all expenses and becoming an expert in the T&E policy and tool
• Co‑ordinating business‑wide procedures and working to improve existing processes for maximum clarity, efficiency, and success
• Project‑managing the development and implementation of new or re‑engineered processes to improve operating effectiveness and achieve our growth goals
• Serving as the primary point of connectivity and liaising effectively across functional areas of the business
• Managing invoices; checking costs and accuracy, setting up new vendors, processing, and monitoring timely payment
• Co‑ordinating both new hire onboarding and off‑boarding transitions for members of the team
• Partnering with other Executive Assistants and providing coverage where needed

• Bachelor’s Degree required
• 4+ years of professional experience in an Executive Assistant role, or a role with similar responsibilities
• An awareness and interest in the Art market and Sotheby’s and a desire to learn about business development and strategy
• Strong multi‑tasking and prioritisation skills
• A fastidious attention to detail, accuracy and organisation
• Adept at handling sensitive and confidential information in a professional manner, maintaining discretion at all times
• Able to maintain composure under pressure
• Skillful ability to interact in a professional, mature and collaborative style with key constituents
• A…