Executive & Department Assistant

Description

Bonhams, the international auction house is seeking a detail oriented and reliable individual to support our Los Angeles based Chairman in all facets of administrative and sale related tasks. A successful candidate is a self-starter who is looking to grow within a global auction house while handling a variety of EA related tasks, providing support to our Specialists departments as needed. They will be an excellent communicator, diplomatic and positive team player, and a relationship builder with a strong desire to learn and grow.

This role is full-time and based out of our Los Angeles headquarters.

Responsibilities

Executive office

• Daily correspondence with Trust & Estates community and Chairman’s private clients
• Communicate and coordinate with clients and follow-up with specialists
• Coordinate presentations, team communications and large team meetings, along with any agenda materials
• Maintain relevant files for the office including filing and sorting incoming electronic and hard copy mail
• Manage the calendar and all correspondence for Chairman, answering all inquiries promptly
• Arrange detailed domestic and international travel itineraries, along with expenses, when needed
• Undertake special projects as directed by Chairman
• With guidance from Chairman learn to build own client base

 

Departmental support

Provide coverage and support for our Specialist departments on an as-needed basis in the following areas:

• Work on consignor contracts and file management pre- to post-sale using in-house database, observe sale deadlines, and oversee that important corrections have been made
• Assist with inventory maintenance and property care pre- and post-sale

• Oversee and maintain a safe and orderly stock system of property; receive and measure property; assist with property transfers between our locations
• Efficient handling of client enquiries and day to day administration of the departments, coordinating with respective Specialists in our global salerooms, including Los Angeles, San Francisco and New York

• Sale co-ordination: production of sale labels and lot numbers for all sale items, assisting on viewings, assistance with condition report requests (including taking additional images as requested)

• Help review online catalogue content; request star lots and flag preview lots for the website
• Assist with catalogue production and preparation as needed
• Assist in monitoring of the relevant department pages on Bonhams website to ensure sale information is up to date
• Provide assistance to Client Services in resolution of client issues as necessary
• Assist with set up of previews and phone bidding/clerking
• Be available to travel as needed for offsite previews and/or sales following all applicable advisories and guidelines

 

Requirements

• 2+ years of work experience in a similar role supporting a busy professional
• BA and or/MA in Art History or related field
• Highly organized and thoughtful with pleasant, personable demeanor
• Excellent written and oral communication skills are required
• Discreet, dependable and mature, maintaining the highest standards of confidentiality
• Ability to pivot & shift quickly and prioritize multiple projects in a fast-paced environment
• Proficiency in Mac/PC’s, Outlook, Teams, Excel and presentation programs
• A working knowledge of and passion for fine art and familiarity with the auction industry
• Fluency in a foreign language is a plus

How to apply

Interested applicants should submit a cover letter and resume via email at Recruitment.us@Bonhams.com, with ‘Executive & Department Assistant,’ in the subject line.

In addition to an active and progressive work environment, Bonhams offers a competitive benefits package, including medical, dental and vision insurance, retirement plans with a company match, flexible spending accounts and commuter benefits. We encourage a healthy work/life balance and offer a generous vacation policy.

Bonhams is an Equal Opportunity Employer. As part of our commitment to fight for equality, we work to ensure a fair and consistent interview process. We celebrate diversity and we are committed to an inclusive work environment.