Coordinator, Fiduciary Client Group

ABOUT SOTHEBY'S

Established in 1744, Sotheby’s is the world’s premier destination for art and luxury. Synonymous with innovation, Sotheby’s promotes access, connoisseurship and preservation of fine art and rare objects through auctions, private sales and retail locations. Our trusted global marketplace is supported by a network of specialists spanning 40 countries and 50 categories, which include Contemporary Art, Modern and Impressionist Art, Old Masters, Chinese Works of Art, Jewelry, Watches, Wine and Spirits, and Interiors, among many others.

Sales & Research Support:

• Manage critical obituary process focused on Priority and Important clients, including daily preliminary review of national and regional obituaries and weekly annotation and review of The List; preparation of client briefs to relevant RMs, Chairman and specialist teams; organization of team meetings and follow-up actions in conjunction with Manager and Head of Department; order and track wills.
• Work in conjunction with Manager, HOD, Client Strategy, Marketing and Events on strategic department-driven initiatives, including substantive local/regional/national events and programming, proactive branding efforts at conferences (including sending materials, getting tablecloth dry cleaned), and targeted outreach to fiduciary community.
• Ensure relevant intelligence and feedback regarding fiduciary clients are strategically captured after obituary meetings, including FCG relationships, and in obituary tracker Excel and in the client system.

Operations:

• Assist with maintenance of departmental pipelines with Manager and HOD and track consignments including estimates, source, and outcome; co-managing departmental workflow.
• Work in conjunction with Manager and HOD to refine departmental processes, such as obits, pipelines, calendar, tracker, etc.
• Assist Manager and FCG colleagues with mixed consignments as appropriate captured in Consignment Runner; liaise with global fine arts, regional departments, and online sales pre/post-sale administrative teams on consigned property re: SAP, shipping, and sale functions; manage communication and coordination with client, client team, and key advisors.
• Assist with in-house events (from Chairman’s dinner to pitch meetings) and conference planning and execution, including preparing and distribution of pre-meeting and presentation materials, guest lists (tracking RSVPs), invitations, day-of-coordination, etc.
• Assist with mainline calls and routing potential items to departments for estimates, terms, and sale deadlines.
• Daily administrative duties, including but not limited to answering, and directing calls, coordinating calendars, scheduling obit and other meetings, drafting correspondence, expense reports, travel arrangements, expense reports, mailings, maintaining departmental supplies (such as swag materials).
• Coordinate and process purchase orders and payments for procured expenses.
• Assist with other administrative and special projects as needed, and on a continuing basis requested from HOD.

IDEAL EXPERIENCE & COMPETENCIES

• Bachelor's Degree required, ideally in relevant area of study/interest.
• 1+ years of relevant work experience in a high-volume environment showing exceptional organizational skills and attention to detail.
• Ability to work well under pressure, prioritize multiple tasks and efficiently meet deadlines.
• Proactive self-starter with ability to troubleshoot and solve problematic situations and willingness to ask for clarifications when needed.
• Strong verbal and written communication skills, including excellent phone manner and proven client service skills especially when under pressure.
• Strong IT processing skills, e.g. MS Word, Excel and database knowledge.
• Flexibility to work long hours, including evenings and weekends during sale and deadline periods.

The target base salary for this position is $50,000-$60,000. In addition to base salary successful candidates are eligible to receive a discretionary bonus, as well as a competitive benefits package. Salary offers are based on a wide range of factors including relevant skills, training, experience, education, and, where applicable, licensure or certifications obtained. Market and organizational factors are also considered.

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