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Job Details:
Company name : Christie’s
Position Name : Executive Assistant
Location: 36-37, King Street, London
Job ID : d89d87ba2f8da3a8
Description : The RoleTo act as partner and provide enhanced client management and excellent PA/administrative support to the Honorary Chairman EMEA & Head of Client Advisory EMEA based in King Street, London. This is a very high profile role within Christie’s and requires a multi-tasking and dynamic individual to ensure the myriad of tasks are managed effectively and efficiently. This role will have significant involvement in managing client interactions and capturing data.The role requires a strong interest in and curiosity of the International Art Market, the most important global collectors and collections and a deep understanding of the correct forms of etiquette.Major Responsibilities: (Duties include but are not limited to the following)Commercial and Client ManagementUnderstand and be conversant with individual client maps of Honorary Chairman EMEA & Head of Client Advisory EMEA offices.Build and maintain strong working relationships with the offices of relevant clients, senior stakeholders and their assistants. Specifically the Client Advisory and Client Strategy groups.Arrange appropriate client briefings in advance and de-briefings on return ensuring all relevant client data is entered onto the Client & Object System in the right way and in the appropriate fields.Oversee client correspondence, including email filtering out what is relevant and appropriate.Organise sale related tasks on behalf of Honorary Chairman EMEA & Head of Client Advisory EMEA, clients, including arranging bids, sale results, collection and storage deadlines, catalogues etc.Work with the Events team to manage the Honorary Chairman EMEA & Head of Client Advisory EMEA guest lists and RSVP’s to Christie’s events, passing relevant client data to the Business Intelligence group.Work with the Events and Client Strategy teams to organise any events hosted or attended by Honorary Chairman EMEA & Head of Client Advisory EMEA. Act as the RSVP contact for small events specifically boardroom dinners, carry out pre and post briefings of the events, drive any follow up to these events.Manage monthly submission of expenses online using Workday.Receive and know how to appropriately escalate client complaints.Occasionally assist general team, notably the Senior Manager, of Client Advisory with general requests.PA / administrative support:Run diaries & co-ordinate all meetings under the responsibility of the Head of Client Advisory EMEA & Honorary Chairman EMEA:Ensure the right people are involved in all meetings and that the participants are fully briefed; liaison with other EAs / PAsEnsure attendance at Chairman’s Office & Client Advisory department meetings Christie’s events, external events and client meetings are managed in a timely mannerOrganise on-site and off-site meetings and audio/video conferences, across several time zones (including meeting room bookings, ensuring IT and other required facilities are in place)Prepare presentations, take minutes during meetings and ensure minutes are sent to all attendees after the meeting in a timely mannerProvide administrative support as requiredFor the Honorary Chairman EMEA liaise with any individual external administration on diary and travel plans in order to avoid conflicts and identify additional potential client visits within schedules to maximise client facing capacity.Organise complex travel itineraries (via Egencia) for the Honorary Chairman EMEA & Head of Client Advisory EMEA.Code invoices for sign-off, raise and receipt POs using the Purchase Order system, complete new supplier and payment request forms; coordinate with accounts payable to ensure swift payment of invoices where requiredManage filing, organise stationery as required.Manage and reply to invitations sent to Honorary Chairman EMEA & Head of Client Advisory EMEA offices.Liaise with IT department regarding any IT related issues (PC, laptop or iphone etc.)Project Management support:Undertake independent research where required.Support project management of any off-sites organised by Honorary Chairman EMEA & Head of Client Advisory EMEA.Gatekeeper for on spec external calls and internal enquiries for Honorary Chairman EMEA & Head of Client Advisory EMEA.The CandidateExemplary administrative/organisational skills; with an ability to work to tight deadlines.Excellent communications skills and telephone manner.Proven understanding of international Etiquette and salutations.A professional attitude along with excellent interpersonal and client facing skills.Attention to detail, accuracy, business process driven; naturally seeks continuous improvements and best practise.Ability to remain calm under pressure using strong diplomatic skills.Ability to work with the utmost discretion.Advanced user of relevant software (e.g. JDE, Workday, Excel, Outlook, PowerPoint).Ability to work both independently and collaboratively.Project management skills.Proven ability to prioritise for multiple stakeholders.Close Date: 20th FebruaryJob Type: Full-time
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