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Sotheby's Logo Sotheby's · Office Administration

Client Liaison & Executive Assistant

United Kingdom, London · Job Posted January 20, 2026
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Job Description

To provide assistance to the Heads of Contemporary Art, through both administrative support, and providing assistance across the team with high-profile projects and clients. This is an all-encompassing role, working directly to support the requirements of a leader and also providing support in a Client Liaison capacity by ensuring effective client management and execution of associated projects.

Job Responsibility

  • Introduce a systematic approach to identify sourcing and selling opportunities for the Heads of Contemporary Art
  • Set up pipeline management meetings
  • Deliver client requests concerning general collection management including consignments, pre- and post-sale support and administration, bid registration and execution, loan requests, transactional history, accounts and valuations
  • Management and execution of pre-sale targeting strategy for global auctions across the department
  • Manage and keep track of pre-sale target lists as well as current and potential consignment lists, buyer and under bidder results and artist sourcing projects
  • Monitor consignment process pre- and post-sale to ensure a smooth selling experience
  • Coordinate tracking and input of all significant contribution for auction consignments, purchases, IB and underbids, private treaty sales
  • Ensure that managed clients and any other high profile clients under remit receive a consistently high level of service
  • Support client-related projects and work closely with the Research function
  • Create and manage valuations at a detailed level
  • Providing administrative support including: Diary management, booking travel and complex schedules, managing expenses
  • Coordinating proposals and valuations as required
  • Updating and maintaining files and internal systems
  • Coordinating meetings and conference calls
  • Effectively co-ordinating tasks and actions whilst leadership are
  • Confident and efficient handling of client contact
  • Establish good working relationships with the PAs of high-priority clients and with internal EAs across the business
  • Working closely with the department’s Client Strategist to ensure streamlined communication
  • Supporting the Business Developer/Client Strategist with Client and Business Development initiatives
  • Effective liaison with other departments and international colleagues
  • Proactively dealing with general queries, problem-solving and following tasks through to completion
  • Auction administration: Ensure paddles are registered to respective bidders in the room
  • Prepare sales-duties documents for the department and assist with Travex documents for client circulation prior to sales
  • Arrange all Interest Meetings ahead of Evening and Day auctions
  • Manage the Phoenix Pricing Platform, distributing artworks daily to the specialist team
  • Ensuring the smooth day-to-day running of the department and having oversight for maintaining fit for purpose facilities
  • Assisting with all aspects of general departmental duties
  • Making sure the office is clear of clutter, books and put back in the library and the printers and continually stocked with paper
  • Assist with any space planning and ensure the department is adhering to the relevant procedures as well as coordinating and clearing
  • Ensure offices are fit for client viewings
  • Liaising with facilities, IT and Telecoms to make sure the department has the necessary equipment
  • Organising departmental events
  • Being the first point of contact for the temporary resources, making sure they have everything they need
  • Always operating in accordance with the company’s rules on compliance and corporate governance

Requirements

  • Exceptional diary management
  • Well organised, with a good eye for detail and the ability to prioritise tasks as well as being able to adapt to a fast-paced, ever-changing environment
  • Strong communication skills (both written and spoken)
  • IT and systems literate, with the ability to work nimbly across internal systems and quickly cultivate a good command of these
  • Excellent secretarial skills and be dependable, flexible, discreet
  • Computer literate, with detailed knowledge of Word, Excel, Outlook
  • Experience delivering on tasks in a timely manner without compromising service level
  • Enjoy troubleshooting and using
  • Be a team player, capable of working well as part of a busy, highly pressurised team, with good interpersonal skills and a friendly and approachable manner towards both clients and colleagues
  • Enthusiastic with a flexible approach and exceptional client service
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