Casual Boardroom Assistant

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.

 

THE ROLE

To work closely with the ‘Permanent Boardroom Butler’ in implementing the running of the Boardrooms & internal events to an extremely high standard. It is a very pro-active and hands-on role that requires a high level of flexibility & open mindedness. This role-holder will be able to demonstrate a high level of composure as they will regularly have to respond to and manage last minute requests.

 

RESPONSIBILITIES

Liaise with the ‘Permanent Boardroom Butler’ and the Head of Corporate Hospitality regularly for diary updates to ensure all meetings lunches, dinners & other events within the Boardrooms are managed correctly. Ensure the boardrooms are impeccable at all times of day, that the equipment (screens, fireplaces) is functioning and if necessary, escalate to the relevant teams.

Boardroom

• Set the tables in the Boardrooms
• Make sure that the Rooms are tidy and that there is the right number of chairs etc.
• Greet guests and be courteous at all times and show them to the appropriate Dining Room
• Make and serve pre-lunch/dinner drinks
• Serve breakfast/ lunch /teas and dinners as required
• Maintain impeccable standards of hygiene in service area
• Leave Boardrooms tidy at all times
• Be available for early and late shifts as required

Meetings

• Supply coffees, teas, water and biscuits where necessary
• Set up Bar
• Serve Drinks
• Serve canapés
• Clear glasses and wash up glasses
• Deal with empty bottles and leave full bottles in a pre-agreed area
• Liaise with external caterers as necessary
• Leave Galleries and Kitchen tidy
• Book & manage temporary and agency staff
• Oversee inventory stock checks for all Boardroom items (China, glassware, cutlery, sundries etc)
• Prepare Boardrooms for lunches, serving drinks and lunch, clearing and washing up.
• Consistently run and manage smaller and internal events together with the Events department to Sotheby’s high standards
• Supply teas, coffees, water and biscuits (or other) to meetings or bidding rooms around the building.
• Carry up cases of wine and champagne to the kitchen from the cellar and keeping track of all consumption
• Liaising with the wine department on new wine for the Boardroom stock
• In charge of choosing wines for the lunches
• Conduct monthly wine & champagne stock takes and fill in the sheets accordingly
• Book waiting staff and oversee the appearance and duties of temporary staff
• Maintain temporary staff spreadsheet to comply with Agency Worker Regulations 2010
• Make sure suitable pictures are hung in the dining rooms. 
• Keep tables, cutlery, glasses etc in immaculate condition.
• Assist the chef where necessary in collecting food from delivery locations
• Liaise with suppliers & agencies about the Boardroom needs
• Liaise internally with departments about their Boardroom needs
• Writing menus & Printing of Name Cards for Lunches & Dinners
• Departmental Health & Safety
• Assist the Head of Corporate Hospitality with other administrative tasks

 

IDEAL EXPERIENCE & COMPETENCIES

• Flexible approach to changes in the business environment
• High Standards of Personal Presentation
• Be motivated/confident/forward thinking and efficient, with a good eye for detail and the ability to prioritize tasks
• Strong Communication Skills
• The Ability to deal with People from different Backgrounds & Countries
• The Ability to remain calm & flexible under pressure
• Good knowledge of wine and its proper service to a formal level of at least WSET 2
• Ability to train and manage agency staff at short notice
• Discreet & Responsible Approach
• Openness to Learning New Approaches to Problem Solving
• Ensure full satisfaction of VIP clients and Chairmen

To view our Candidate Privacy Notice for the US, please click here.