Administrator, Books & Manuscripts
Christie's - New York, NY

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Reporting to the Business Manager of Books & Manuscripts, the Administrator will provide centralized support to Christie’s clients and to the assigned Specialist department through coordination with a wide range of departments within the business. Duties are varied, and will follow the cycle of the annual auction schedule for the assigned Specialist department.

Responsibility Data: (Duties include but are not limited to the following):
  • Receive all incoming phone calls for the department, answering basic questions regarding the business in a polite and professional telephone manner.
  • Compose and edit correspondence, reports, memoranda and other material.
  • Work closely with specialists and department heads, assisting with a wide range of duties.
  • Support International Head of department as requested, specifically managing client relationships including diligent correspondence, follow-up, and travel.
  • Manage client accounts by following up on consignments and all related documentation and maintaining the overall tally listings for each sale using Microsoft Excel.
  • Maintain client files using various internal computer systems and the department filing system.
  • Track photo inquiries, liaising with clients, specialists and theClientServiceCenter.
  • Provide departmental administrative support including but not limited to faxing, filing, and overall department organization and tidiness, office supplies and incoming mail distribution.
  • Assist in the production of the auction catalogue, liaising with the specialists, warehouse and photo studio teams.
  • Assist in the production of fine art appraisals, liaising with clients, specialists and Trusts, Estates & Appraisals.
  • Coordinate travel plans, liaising with clients, specialists and Christie’s travel agent.
  • Schedule appointments and meetings, liaising with clients and specialists.
  • Provide condition report details to potential bidding clients in the month before the auction.
  • Arrange property pick-up, liaising with clients and the logistics and art transport departments.
  • Greet/visit clients on-site to support appraisal, consignment and sale efforts.
  • Participate in telephone bidding on the day of the auction.
  • Communicate sale results to clients, maintaining all relevant confidential information.
  • Other duties as assigned by Manager.

Skills & Requirements:
  • Bachelor’s degree preferred, or equivalent work experience.
  • Internships or work experience with art of the specialist department, or in an art setting.
  • Knowledge of E-mail, Spreadsheet, Word Processing and Presentation software (Microsoft Office preferred).
  • Ability to learn Christie’s systems including Siebel, Property System, intranet and website.
  • Strong typing skills.
  • Excellent communication and interpersonal skills, including superior written and spoken communication.
  • Superior client service skills.
  • Ability to remain calm in stressful situations.
  • Demonstrated ability to multi-task and prioritize.
  • Strong follow-up skills with attention to detail.

Working Conditions:
  • Work is performed primarily in an office setting.
  • Noise level in the work environment is moderate.

Physical Requirements:
  • Frequent movement throughout multi-building office complex including going to on-site and off-site warehouses as necessary; travel within NYC to meet with clients/ attend exhibitions.
  • Ability to work with fragile objects.
  • Infrequent light physical effort required.

Tools & Equipment Used:

Basic office equipment including personal computer, copy machine, fax machine, scanner, office supplies, camera.

Christie's - 17 months ago - save job - block
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Christie is a global visual technologies company and is a wholly-owned subsidiary of Ushio, Inc., Japan. Consistently setting the standards...