Executive Assistant & Department Coordinator

Published on 17 July 2024

Position Overview

The Executive Assistant & Department Coordinator will support the Deputy Chairwoman, Worldwide Head of Photographs, and coordinate with the Heads of Department in New York and London. The role involves administrative, financial, and logistical responsibilities to ensure smooth operations of the office and client transactions globally. Additionally, the position will support specialists in securing consignments, coordinating sale schedules, and marketing for New York, London, and Hong Kong Photographs auctions.

Key Responsibilities

Executive Assistant:

• Act as liaison for Phillips’ top clients and manage administrative duties.
• Arrange travel and submit expense reports.
• Coordinate the calendar and communications for internal and external needs.
• Work with Client Strategy and Business Development for client outreach.
• Manage consignments and assist with sales preparation and client management.
• Support auctions and special events, including some evening and weekend work.

Department Coordinator:

• Support business development with research and document preparation.
• Manage sale deadlines and monitor competition calendar.
• Coordinate sale dates and marketing efforts with internal teams.
• Liaise with marketing for sale cycle coordination and content creation.
• Oversee professional photography for previews and sales.
• Assist with sale support, catalogue production, and press releases.
• Maintain departmental records and update Phillips’ website.

Requirements

• 2+ years of experience in a similar role.
• Preferred Art History background.
• Proficient in Microsoft Office.
• Bachelor’s Degree or equivalent experience.
• Excellent communication, time management, and organizational skills.
• Ability to work under pressure and handle confidential information discreetly.