Executive Assistant

THE ROLE

To assist a senior member of an international fine art department, while also supporting the department with day-to-day priorities throughout the year. Working as a core member of the support team in this very busy, high-profile department.

RESPONSIBLITIES

Executive Assistant

• Serve as primary point of contact for correspondence and client relations via telephone, email, and written communication, ensuring professional and efficient handling.
• Manage diaries, schedule meetings and conference calls, and coordinate appointments.
• Ensure high-level service for senior director’s managed clients and fulfil all relevant requests
• Schedule VIP client lunches and dinners and oversee relevant logistics.
• Arrange and oversee national and international travel, ensuring smooth coordination of messages, emails, and tasks while executives are traveling.
• Act as a main point of contact for clients in the absence of experts, maintaining seamless communication and facilitating workflow
• Work closely with the Client Strategist to ensure streamlined communication for business development and client engagement
• Support the Business Developer/Client Strategist with client outreach, data management, and business development efforts, including updating client records, managing pre-sale targeting, and distributing event invitations.
• Ensure that there is consistent communication between all departments involved in the UK task force: relevant specialists, the Chairman’s office, client development, and valuations department.
• Assist with the preparation of proposals and valuations. Schedule and coordinate senior staff review meetings for valuations, managing follow-ups and action items as necessary
• Provide administrative support related to personal matters as required
• Assist Chairmen, Senior Specialists and Heads of Sale in coordinating and organizing UK Business Meetings.
• Operate in full compliance with company policies, corporate governance, and industry regulations.

Department Assistant

• Ensuring the smooth day to day running of the department
• Manage viewings and the viewing room diary to optimize scheduling and communication across the division
• Assisting with estimate enquiries and general correspondence.
• Assist in preparing for departmental meetings, including scheduling, agendas, and follow-up actions.
• Proactively resolving issues that arise and ensuring timely completion of tasks.
• Maintaining appearance of office and managing the organization ordering of office supplies as needed
• Managing and updating client and departmental files
• Answering general department phone line
• Assist with the organisation of client and department events, working with our Client Development team, Special Events, and other members of the team
• Ahead of each sale, preparing sale files, printing gallery labels and responding to image requests
• Arranging hand carries and collection/delivery of property
• Assisting Head of Sale and Sale Manager with sale related tasks in the lead up to each sale
• Implementing new office processes and procedures
• Oversee the maintenance of office spaces, supplies, and technology, liaising with IT and facilities to address issues swiftly.

Valuations Support & Coordination

• Maintain the current UK valuations running list ensuring deadlines are met and research is complete. Liaise with the relevant Valuations Manager and Tax and Heritage as needed.
• Set out the timeframe for valuations, including research and submitting drafts to the Valuation team.
• Schedule and coordinate senior staff review of major valuations and manage outputs and notes from that meeting.
• Plan and maintain UK appraisal and valuation visit schedule with the Senior Director
• Work with client development, events and preferred to make sure that appropriate client entertainment opportunities are undertaken.

IDEAL EXPERIENCE & COMPETENCIES

• Excellent secretarial skills with strong attention to detail
• Ability to prioritise tasks, manage and meet deadlines, and adapt to a fast-paced, dynamic environment.
• Take responsibility to ensure that the department functions effectively and efficiently.
• Excellent interpersonal and communication skills, with a commitment to delivering outstanding client service.
• Collaborative team player with a cooperative attitude and a willingness to take on diverse responsibilities.
• Enthusiastic, adaptable, and capable of quick thinking in high-pressure situations
• Functional working knowledge of the auction process and related procedures.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Fluency in English (written and spoken)