Administrative Assistant

Location: Dalllas, TX, United States
Date Posted: 06-28-2018
Are you an experienced Administrative Assistant with an interest in the auction industry? Then apply for a position in our prestigious company! Heritage Auctions ( is the third largest and one of the fastest growing auction houses in the world. Heritage Auctions has over 40 collecting categories including Americana & Political, Jewelry, Luxury Accessories, Watches, Wine, Coins, Books, Manuscripts, Modern & Contemporary Art, American and European Art, Decorative Arts, Entertainment & Music, Sports, Comics and many more!
SUMMARY: Responsible for providing administrative and operational support to the Americana & Political Managing Director (MD) to help him assist clients and meet production deadlines in a timely and efficient manner.
  • Demonstrate a solid working knowledge of Word, Excel, and Outlook and provide assistance with all computer programs as necessary
  • Keep MD organized and on track regarding all business-related activities and deadlines
  • Assist with travel arrangements and process expenses
  • Serve as direct liaison with Clients, Operations, Client Services, Settlements, Accounting, Returns, Catalog Orders, Photography, Marketing, Shipping, Remote Offices, Consignment Directors, Management
  • Perform all Consignment Coordinator duties including, but not limited to, working directly with clients throughout the consignment process regarding pick-ups, consignment processing, agreements, advances, referral fees, value exceptions, shipping, settlements, return of unsold property, verification of auctions, etc.
  • Provide daily handling/distribution of MD’s Emails and Phone calls
  • Coordinate and facilitate Private Treaty transactions between buyers and sellers
  • Assist with proofing and editing text and images for marketing ads and catalogs
  • Transcribe, proofread and edit MD’s client correspondence, consignment proposals, and hand-written catalog descriptions
  • Provide support on auction days (phone bidding, registrations, questions, etc.)
  • Review Settlement folders for accuracy against client agreements
  • Arrange for and process invoices for restoration/repairs and 3rd party catalogers/specialists
  • Maintain supply of most current Consignment Agreements, Addendums and Schedule 1s for Historical Dept.
  • Perform research for special projects
  • Handle other tasks as may be required by Management
Required Interpersonal Skills:
  • Positive attitude and comfortable working with a diverse group of people
  • Excellent written, verbal and client-facing communication skills
  • Strong organizational skills and attention to detail
  • Able to perform well in a high-stress, fast-paced, deadline-driven environment and complete assignments to their logical conclusion in a thorough, accurate and timely fashion
  • Able to accept that training will be an ongoing process in this position
  • Reliable, detail-oriented, independent, self-motivated, adaptable, and able to juggle, prioritize and trouble-shoot multiple tasks and projects
  • Problem solver; actively seeks ways to provide resolution through proper channels
  • Objective and tactful; must be able to give and receive constructive criticism
  • Resilient, team player with a sense of humor and thick skin who can see the big picture
  • Effectively balance, separate and prioritize the critical from the trivial during tight deadlines with very quick turn-around demands
  • High school diploma required, Bachelor’s degree preferred
  • 5+ years of administrative assistant experience
WORK ENVIRONMENT: Individual must be able to work in an extremely fast-paced environment. Some weekend work and travel will be required.
Heritage Auctions welcomes and encourages applications from women, minorities, veterans, mature workers and persons with disabilities. EOE
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