PA & Office Manager, Contemporary Art

THE ROLE

To provide secretarial assistance to senior members of staff within the Contemporary Art department and the head of department, London, and to ensure the smooth running of the department and its facilities. The position will provide an exciting challenge for someone who would enjoy working as a core member of the support team in this busy, high-profile department.

The deadline for applications is Thursday 2nd February.

RESPONSIBILITIES

• Managing diaries, schedules, and priorities
• Booking travel and effectively coordinating messages and tasks during travel
• Responding to and prioritising incoming communications
• Drafting / writing outgoing correspondence
• Processing expenses, maintaining files, and other ad hoc tasks
• Supporting Senior International Specialists with ad hoc projects
• Dealing effectively with general queries, problem solving and following tasks through to completion
• Confident and efficient handling of client liaison, in person, by phone, and written.
• Working on valuations and proposal documents.
• Effective liaison with internal departments and international colleagues.
• To assist with aspects of the Contemporary Art sales both Pre and Post-sale such as:
• managing interest lists
• preparing and sending condition reports both internally and externally
• processing telephone bids
• preparing saleroom notices and labels
• Ensuring the smooth day to day running of the department and having oversight for maintaining fit for purpose facilities.
• Assisting with all aspects of general departmental duties.
• Making sure the office is clear of clutter, books and put back in the library and the printers and continually stocked with paper
• preparing saleroom notices and labels
• Assist with any space planning and ensure the department is adhering to the relevant procedures as well as coordinating and clearing.
• Ensure offices are fit for client viewings.
• Management of ticketing for the Contemporary Art Evening Auctions.
• Liaising with facilities, IT and Telecoms to make sure the department has the necessary equipment.
• Organizing departmental events.
• Being the first point of contact for the temporary resources, making sure they have everything they need.
• Always operating in accordance with the company's rules on compliance and corporate governance.

IDEAL EXPERIENCE & COMPETENCIES

• Possess good organizational skills and be dependable, discreet and diplomatic.
• An arts background and an interest in the Contemporary Art market would be an advantage.
• Computer literate, with an excellent knowledge of Word, Excel, Outlook and PowerPoint.
• Possess excellent communication skills (both written and spoken): fluent English language is essential and French language is preferred.
• Detail oriented and the ability to prioritise tasks.
• Flexible approach, enjoy troubleshooting and using initiative. Exceptional client service skills.
• Confident team player, capable of working well as part of a busy, highly pressurised team
• Good interpersonal skills, with a professional and approachable manner towards clients / colleagues