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Set your sights on a career at Heritage Auctions, headquartered in Dallas, Texas, with offices in New York, Chicago, Beverly Hills, London, Hong Kong, and other cities. Heritage Auctions is the largest auction house founded in the U.S. and serves more than 40+ different auction categories, including Coins, Sports, Comics, Historical, Jewelry, Fine & Decorative Art, Wine, and many more.
LOCATION:
Heritage Auctions New York
445 Park Ave
New York, NY 10022
BENEFITS:
Medical, Dental, Vision coverage
Paid time off
401k savings plans
Daily Pay: Access your pay when you need it!
SUMMARY:
The Executive Assistant in the Luxury Department plays a pivotal role in supporting the smooth and efficient operation of the department. This role involves providing high-level administrative assistance to the department’s executive or department head, ensuring the seamless execution of luxury auctions, and maintaining a prestigious and organized working environment. The Executive Assistant is responsible for various tasks requiring discretion, attention to detail, and excellent communication skills.
Responsibilities
ESSENTIAL DUTIES & RESPONSIBILITIES:
Support to the Director: Act as the right-hand person, assisting her with various tasks and priorities to ensure the smooth functioning of the Luxury Department as a whole.
Expenses & Travel Reservations: Utilize Concur to efficiently manage and file monthly expenses and make travel arrangements for the Director, ensuring travel plans align with business needs and schedules.
Client Relations and Outreach:
Scheduling: Assist in scheduling appointments and follow-up with clients promptly and professionally.
Outreach: Collaborate with the Director and the Business Development team to develop creative marketing strategies that expand the client base. Assist in advertising consignment travel, and client calls leading up to important events.
Auction Reports: Analyze auction reports to identify essential buyers, new buyers, and sellers. Maximize outreach efforts for upcoming sales and maintain a high level of client service.
VIP Accounts: Ensure VIP accounts receive top priority attention and service.
Adjusting Lot Information: Manage various aspects of lot information, including buybacks, lots with no reserves or returns, revising estimates, updating lot reserves, and proofing settlement reports to ensure accuracy.
Event Planning: Research event locations, coordinate catering, flowers, gift bags, photography, and maintain an up-to-date RSVP list for events. This involves building upon the existing client base to enhance engagement.
Payment to Vendors: Manage payments to various vendors, ensuring timely and accurate processing.
Point of Contact: Act as the point of contact when the director is out of the office to meet with clients dropping off, picking up, or selling handbags at the New York office (NYO).
Boutique Management: Assist with private sales, manage client payments, oversee the physical boutique space, and rotate product displays on a bi-weekly basis. Ensure proper presentation of handbags in the gallery, with inventory sent to HQ for processing on a quick turnaround.
Special Projects and Events: Keep meeting minutes and collaborate with the Events team to ensure department needs and representation are correct at special events and projects.
Product Shots: Take high-quality beauty shots of handbags to send to clients and potential buyers upon request, contributing to the overall marketing efforts.
Social Media Management: Manage the Executive business Instagram account, including creating and posting content three times a week to engage with clients and promote the Luxury Department’s activities.
Availability: Be available on weekends and evenings as needed, recognizing the importance of flexibility to meet the demands of the luxury auction industry.
Additional Responsibilities: Be willing to take on additional tasks and projects to benefit the Luxury Department, contributing to its success and growth.
Requirements
EDUCATION and/or EXPERIENCE:
Bachelor’s degree in Business Administration preferred
Experience or extensive knowledge with Luxury brands is preferred
Proven experience as an executive assistant or in a similar role, preferably in a luxury or auction house setting.
Exceptional organizational and time-management skills.
Strong written and verbal communication skills.
Proficiency in MS Office Suite and other relevant software.
Experience with Social Media Platforms (Instagram)
Discretion and the ability to handle confidential information with care.
A passion for and knowledge of luxury goods and the auction industry is a plus.
SKILLS & ABILITIES:
Proficiency in Microsoft applications, specifically Word and Excel
Ability to prioritize and multi-task and pay great attention to detail
The individual may occasionally lift up to 50 pounds
WORK ENVIRONMENT:
This position may require occasional evening or weekend work during luxury auctions or special events.
The Executive Assistant will work in an upscale, professional environment, maintaining the highest standards of appearance and conduct.
Heritage Auctions welcomes and encourages applications from women, minorities, veterans, mature workers, and persons with disabilities. EOE