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 (HA.com) 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.
 
ESSENTIAL DUTIES & RESPONSIBILITIES:
  • 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
 
EDUCATION & EXPERIENCE:
  • 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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