Department Assistant, Jewelry

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.

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.

• Act as the 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 and Senior Specialists with travel booking and expenses
  • Coordinate internal and external messages and tasks while the Head of Department and other Specialists 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
  • Assist with correspondence related to property estimate requests, ensuring clients receive timely responses
  • Assist with organisation and administration of travelling exhibitions, auction exhibitions, trade viewings and ad hoc projects
• Marketing, Proposals, Valuations, and Loan Requests:
  • Coordinate departmental marketing projects, liaising with the Marketing Manager, with a focus on social media outreach
  • Enter and edit departmental valuations, liaising with the client lead and Valuations department.
  • Assist with departmental proposals liaising with the client lead and the Proposals department.
  • Manage loan requests from museums and institutions.
  • Update departmental web pages.
• Data Management:
  • Manage and update hard and digital copy client files and keep departmental spreadsheets (e.g. chase lists) up to date
  • Work with experts, Business Intelligence and Client Developer to maintain and update client review lists
  • 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
  • Create and update department data spreadsheets as needed
• Sale‑related Responsibilities:
  
  - Pre‑ and post‑sale reporting
  • Assist with organising and sending out condition reports
  • Assist with disseminating sale room labels and sale room notices
  • Process telephone bid requests
  • Assist clients with their post‑sale payment enquiries
  • Liaise with clients for collection of aging inventory and unsold property
  • Assist Special Events and foreign offices in the organisation of receptions at Sotheby’s 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.
  • Maintain and organise client viewing rooms
  • Maintaining departmental archives, library and research materials, creating new filing systems and overseeing archiving and storing of departmental files
• Work with the department sale coordinator and registrar 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.
• Opera…