Temporary Office Manager & Management Assistant

<p><strong>ABOUT SOTHEBY'S</strong></p> <p>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.</p><p><strong>JOB DESCRIPTION</strong></p> <p>Job Title:          Temporary Office Manager &amp; Management Assistant</p> <p>Department:     Sotheby’s Amsterdam</p> <p>Location:           Amsterdam</p> <p>Reporting to:    Managing Director, Amsterdam</p> <p><strong> </strong></p> <p><strong>Overview of role:</strong><br/>We are looking for a highly motivated, proactive, and productive Office Manager and Management Assistant with impeccable organizational skills to provide mature, discrete, and professional assistance. As a full and active member of the Amsterdam team your emphasis is on the day-to-day running of the office and to facilitate that the office runs efficiently and smoothly as supporting directly our Managing Director. You are responsible for telephone and mail contact and organising all administrative activities. You must make sure relevant records are up to date and that all administration processes work effectively. Your main tasks include marketing, business development assistance, coordination of events and press. We are looking for someone who is an organized and highly motivated team player interested in the Auction House environment and providing high-level support.</p> <p><strong><br/>Responsibilities include:</strong></p> <ol> <li><strong> Office Management and general administration of the office</strong></li> </ol> <p>-      Answer and direct incoming and outgoing communication (phone calls, e-mail (general inbox) and mail and packages).</p> <p>-      Greet and direct clients and other visitors in local office and take in consignments for various locations (label and enter correct information in SAP)</p> <p>-      In charge of all administrative procedures linked to consignments destined for auction, marketplace, selling exhibition and private sale generated by the sourcing office, including but not limited to:</p> <ul> <li>New client account set-up</li> <li>Liaise with selling office to generate contract and provide consignors explanations</li> <li>Register client’s payment instructions and do any necessary verbal verification</li> <li>Compliance checks and ID verification of consignors.</li> <li>Complete all local seller, buyer and vendors diligence checks.</li> <li>Maintain accurate list of ongoing consignments, liaise with the selling office on sale dates, lot numbers, reserve prices and ensure sellers are informed of all steps. When applicable ensure communication with IC recipients.</li> <li>Monitor payments dates and inform seller of any delays. Make sure the sale proceeds arrive on time with seller and that all payments details are accurate.</li> </ul> <p>-              In charge of and point of contact for interns</p> <p>-              Assist as needed with third-party services as restorers, external experts and photographers.</p> <p>-              Maintain office- and kitchen supplies and other equipment and doing annual checks</p> <p>-              Opening and closing the office and in charge of building-relating matters (i.e. with tenants)</p> <p>-              Maintain a professional, organized and clean work environment.</p> <p>-              Other duties as assigned by management to assist in the operation of the office.</p> <p> </p> <ol> <li><strong> Management assistant</strong></li> </ol> <p>-              Preparing and scheduling meetings and take minutes, scheduling and organizing appointments, following-up on actions and decisions.</p> <p>-              Administrative tasks for management (i.e. expenses, client lists, valuations)</p> <p>-              Assisting the Managing Director with development of PR for the Amsterdam office and responding to media inquiries</p> <ol> <li><br/><strong> Business Development, Marketing, Press and Events</strong></li> </ol> <ul> <li>Solid event management skills with the ability to effectively plan and prioritize the organisation of events and selling exhibitions and promotion of local events</li> <li>Work on and develop accurate clients lists for mailings, short- and long-term business and client target lists and guest lists for events.</li> <li>Build and maintain strong relationships with our international marketing department and work on market