Executive Assistant to International Head of Department - Jewelry

Executive Assistant to International Head of Department - Jewelry

The Company

Christie’s, the world’s largest Art Business, is an incredibly exciting & enriching place to start or continue your career. Whether you work within one of our Specialist Art Departments or in our more Operational focused teams we are all working together with one common goal in mind: to continue the success of this 250 year old company, steeped in history, bringing constant innovation whilst not forgetting our age old values; Passionate Expertise, Exceptional Client Service, Teamwork, Integrity, Business Judgement & Innovation. Colleagues across all departments are truly passionate about what they do and it is constantly inspiring to work with industry leaders across all segments of the business.     

The Role

The Executive Assistant to the International Head of the Jewelry will support the International Head of Department with business tasks and the management of high level client relationships through comprehensive administrative support.  The duties are varied and will follow the cycle of the sales calendar as well as certain duties to support overall department activity. Occasional evening and weekend work required during the height of auction season.

Specific duties & responsibilities may include but are not limited to

• Work directly with the International Head of Department to organize and manage all aspects of client relationships, appraisals, consignment contracts, travel, and associated correspondence.

• Monitor e-mail inbox, flagging urgent messages, and directing messages to specialists and executives as necessary.

• Maintain the appointment calendar and complex travel schedule, including the arrangement of international and domestic travel (flights, trains, visas).

• Reconcile and submit monthly expense reports and assist with personal bills and insurance

• Effectively and independently field client telephone calls and receive clients to the jewelry department for appointments; arrange teleconference meetings as needed.

• Generate and maintain auction and private sale paperwork for all global locations.

• Research top clients and assist with creating and maintaining client accounts and KYC checks.

• Liaise with specialists from other departments and Legal as needed on client inquiries and top client collections.

• Manage the daily workflow in a professional and highly organized manner, prioritizing all tasks by importance

• Work closely, efficiently and effectively with Coordinators in the NY Jewelry team as well, as with  international offices.

• Manage general office administration, including office and kitchen supplies and general department appointments

• Telephone bid in auctions and assist with scheduling private viewings of auction property.  Staff auction exhibition previews as needed.

The Candidate

• Exceptional client service skills, including strong verbal and written communication skills

• High level of discretion and concern for confidentiality

• Demonstrated proficiency with attention to detail and the ability to multi-task in a fast-paced, deadline driven environment. 

• Skilled with independent problem solving across a variety of professional situations and posses the ability to proactively follow up

• Possesses a general understanding of the auction calendar and an interest in the luxury sector.

• Ability to work collaboratively across local and global teams.

• Ability to remain calm in stressful situations

• Strong knowledge of Outlook and Microsoft Office required, experience in Christie’s systems, Egencia and JDE preferred

The Benefits

• Comprehensive Medical, Dental and Vision care plans for employees and dependents (On average, Christie’s pays 80% of total premiums)

• 401(k) Savings Plan – Christie’s provides a matching contribution up to 5% (subject to IRS limits)

• Life Insurance - 3x base salary up to $400k (100% paid by Christie’s)

• Disability Insurance (100% paid by Christie’s)

• Generous time-off and leave policies; including 100% Paid Family Leave up to 16 weeks.

• Fitness Reimbursement Program: reimbursement of eligible fitness fees and memberships up to $600 per year

• Annual Discretionary Performance Bonus Plan

• Commuter Benefits - Pre-tax money towards your daily commute with a Christie’s contribution of $21 per month

• Back Up Child & Elder Care –  up to 10 days of back-up Child or Elder Care through Bright Horizons

• CSR (Corporate Social Responsibility) Day- Each employee receives one paid day per year to dedicate their time to a charity of their choice.

• Perks and Discounts through Zo and Plum Benefits   

*Christie’s reserves the right to change company benefits at any time