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Private Sale Coordinator & Executive Assistant (Jewellery)
Private Sale Coordinator & Executive Assistant (Jewellery)
Christie's
Post Date: 23 Sep 2020

JOB OVERVIEW

The Role

This role is to support the International Head of Private Sales, Jewellery in managing business and client relationships through comprehensive administrative support.

The successful candidate for this role will be responsible for the day to day administration of Private Sales transactions and inventory management. The PS Coordinator will also have project management responsibilities related to Private Sales events.

Specific duties & responsibilities will include but are not limited to

Administrative Duties

  • Administrative assistance to the International Head of Private Sales, Jewellery
  • Maintain diary and travel schedule
  • Organize and prepare travel and accommodation bookings
  • Submit corporate card expense reports
  • Draft correspondence – in French or English
  • Interact with clients when needed with courtesy and professionalism
  • Maintain client opportunity list
  • Ensure clients’ profile is up to date in internal client database (COS)
  • Handling various top client requests (sending catalogues or events invitation, acting as liaison with other internal departments where needed, maintaining client lists for every private sale event, etc.)
  • Provide support in creating ad hoc proposals or pitches, which includes gathering item details and images and liaising with other internal departments
  • Screen all telephone and postal enquiries and respond where appropriate

Private sales coordination

  • Coordinate PS transactions concluded by International Head of Private Sales and the Private sale director
  • Receipt property consigned for sale, liaise with Business support departments to draw up Private Sales contracts (Legal, VAT, etc.) and invoices and follow up on paperwork with clients
  • Keep comprehensive records of all Private Sale transactions (“runner”) and maintain Private Sale files in good order
  • Oversee Jewellery PS inventory in London, Dubai and Paris, track receipt of property and follow-up on open issues and missing items
  • Update inventory list and communicate available stock to international Jewellery specialists
  • Catalogue property consigned for Private Sales and create fact sheets for Jewels
  • Coordinate photography of incoming consignments
  • Organize repairs / Certification of Private Sale lots as necessary
  • Organize and oversee shipping of Private Sale property for top client events with Art Transport and Regional Offices
  • Coordinate Private Sale views and exhibitions at the London Salon and liaise with Specialists the objects selection
  • Coordinate marketing, digital and promotion tools (brochure and other), boxes and other marketing material

The Candidate

  • Fluency in English and French required
  • Strong organization skills
  • Demonstrable practical experience in administrative support
  • Experience in high end luxury, hospitality and financial industries
  • Able to manage time effectively and work under pressure
  • Good communication/interpersonal skills
  • Ability to handle confidential information with discretion
  • Advanced MS Office skills, especially Outlook and Excel

Close date: 4th October 2020

JOB DETAILS

Location
London, England

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