Executive Assistant, Sotheby’s Financial Services

We are looking for a highly motivated, proactive and productive Executive Assistant with impeccable organizational skills to provide mature, discrete, professional assistance.

Requirements

• 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
• Responsible for coordinating meetings and events as needed; planning the agenda with input, arranging speakers, organizing materials, tracking attendance, following up on actions
• Assisting with diverse projects, initiatives and roll outs, carrying out research, gathering, analyzing and presenting data
• Handles 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
• Complete all expenses and become an expert in the T&E policy and tool.
• Help coordinate business-wide procedures and work to improve existing processes for maximum clarity, efficiency, and success
• Project manage the development and implementation of new or re-engineered processes to improve operating effectiveness and to achieve our growth goals
• Serve as primary point of connectivity and liaise effectively across functional areas of the business
• Managing invoices; checking costs and accuracy, setting up new vendors, processing, and monitoring timely payment
• Coordinates both new hire onboarding and offboarding transitions for members of the team
• Partnering with other Executive Assistants and providing coverage where needed

Benefits

• Discretionary bonus
• Competitive benefits package