Temporary Department Assistant, Indian & South Asian Art

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 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.

THE ROLE

To provide effective assistance and ensure the smooth running of the department, supporting its business-getting and sale strategies, while delivering a high quality client service.

RESPONSIBILITIES

• Act as first point of contact for the department, 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.
• Provide departmental support, including:
  • Deal with incoming and outgoing departmental correspondence
  • Assist Head of Department with travel booking and expenses
  • Book travel arrangements for VIP clients
  • Coordinate messages and tasks while the Head of Department and other experts are travelling
  • Facilitate day to day processes, acting as a bridge for fluid communication between internal departments and the Head of Department
  • Answer enquiries regarding previous sale results and property offered by Sotheby’s
  • Produce all estimate request and NSV correspondence
  • Assist with organisation and administration of Travex
  • Produce and manage departmental valuations, liaising with the Valuations department.
  • Produce and manage departmental proposals liaising with the Proposals department.
  • Manage loan requests from museums and institutions.
  • Update departmental web pages.
• Data Management:
  • Manage and update hard copy client files and keeping departmental spreadsheets (e.g. chase lists) up to date
  • Work with experts and Business Intelligence and Client Developer to create client target lists for mailings
  • Form and maintain client groups for catalogue distribution and marketing mailings on the Client System and ensuring that data on the Client System is accurate
• Sale-related Responsibilities: - Pre- and post-sale reporting
  • Sending out condition reports
  • Sale room labels and sale room notices
  • Liaising with external conservators and framers
  • Processing telephone bid requests
  • Post sale payment enquiries
  • Follow up clients for collection of BI’s and NSV property
  • Data input, including the completion of shipping regulatory screens
  • Assist Special Events and foreign offices in the organisation of receptions both in NBS and off-site, including events abroad.
• General housekeeping of the departmental office, including: - Assisting and liaising with IT over problems with departmental computers, and ordering new equipment as necessary
  • Maintaining department stationery and office supplies
  • Implementing new office processes and procedures
  • Maintaining appearance of office, including assisting with organising collection of recycling bin and confidential waste.
  • Maintaining departmental archives, library and research materials, creating new filing systems and overseeing archiving and storing of departmental files
• Work with the department administrator on the location and movement of property within the department.
• General administrative duties as required, including the implementation of new initiatives.
• Provide ad hoc cataloguing and research support when required.
• Operating at all times in accordance with the company’s rules on compliance and corporate governance.

 IDEAL EXPERIENCE & COMPETENCIES

• Proven interest in contemporary art and culture.
• Computer literate (excellent knowledge of Word and Excel, Outlook and the Internet is essential).
• Possess excellent communication skills, both written and spoken.
• The ability to work effectively individually and in a team and to ‘pitch in’ when required.
• Ability to work well under pressure, and a flexible approach to a wide range of tasks.
• Be well organised, with a good eye for detail and the ability to prioritise tasks.
• Be committed to helping run the department on a day-to-day basis.
• Be a self-starter and a forward thinker.
• Commitment to an exemplary level of client service.
• Proven ability of meeting deadlines.
• Some understanding of Sotheby’s and its culture and services, and of the auction process in general.

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The Company is an equal opportunity employer and considers all applicants for employment without regard to race (including, without limitation, traits historically associated with race, such as natural hair, hair texture, and protective and treated or untreated hairstyles), color, creed, religion, sex, sexual orientation, marital or civil partnership/union status, national origin, age, disability, pregnancy, genetic predisposition, genetic information, reproductive health decision, sexual orientation, gender identity or expression, alienage or citizenship status, domestic violence victim status, military or veteran status, or any other characteristic protected by federal, state/province or local law. The Company complies with applicable state and local laws prohibiting discrimination in employment in every jurisdiction in which it operates.