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THE ROLE

To provide effective assistance to the Old Masters Division; to support Chloe Stead with executive assistance as needed; to support the team on tasks and ad-hoc projects where necessary, while delivering high-quality client service.

RESPONSIBLITIES

Office Management:

• Act as first point of contact for the division, including acting as the point person for the switchboard and the shared inbox. Communicating effectively with clients and colleagues from around the world, in person, on the telephone, by email and by letter, and provide day to day departmental support.
• Work on housekeeping of the offices, including managing the day-to-day function and appearance of the office; ensuring stationery and water are in full supply; proactively ensuring offices and viewing rooms are fit for client viewings.
• Managing the department files and supporting any IT issues which may arise.
• Having oversight for maintaining fit-for-purpose facilities. Assisting with space planning.
• Organise and facilitate client viewings and meetings in the division's viewing room.
• Organise departmental events as required.

Sale Coordination:

• Assisting the Auction Sales Manager with sale preparation duties including:
  • Coordination of all Old Master Paintings photography, colour editing, signature testing, relative scale photography
  • Providing image IDs / captions for Marketing and Travex material
  • Organising condition reports when requested
  • Hand carries
  • Production of sale room labels, sale room notices and organising/overseeing mail outs.
  • Any other ad hoc tasks as required.

Division Support:

• Assisting Chloe Stead, Global Head of Private Sales, Old Masters Paintings with ad-hoc assistance such as travel booking and expense reports.
• Liaising with executive assistants, process expense reports for senior members of staff
• Assisting with division and sale-related projects as and when required.
• Operating at all times in accordance with the company's rules on compliance and corporate governance.

IDEAL EXPERIENCE & COMPETENCIES

• Enjoy trouble-shooting and using initiative.
• Be self-motivated with a proactive approach and enthusiasm to learn.
• Well organised, with a good eye for detail and the ability to prioritise tasks.
• Be a team player, capable of working well as part of a busy, highly pressurised team, with good interpersonal skills and a professional and approachable manner towards both clients and staff.
• Enthusiastic with a flexible approach and the ability to think on their feet. Willingness to help out where needed
• Have a genuine interest in Art History and some experience of Old Masters.
• Computer literate with a working knowledge of Sotheby's systems (excellent knowledge of Word, Excel, Outlook, knowledge of Adobe PDF. editor would be an advantage).
• Possess excellent communication skills (both written and spoken): fluent English language is essential, and knowledge of other European languages would be an advantage.