Administrative Assistant

Location: New York, NY, United States
Date Posted: 08-27-2018
Are you an administrative assistant with an interest in the auction industry? Heritage Auctions is looking for an Administrative Assistant to provide administrative and operational support for our New York City office.
 
Heritage Auctions (HA.com) is the third largest and one of the fastest growing auction houses in the world. Heritage Auctions sales in addition to fine jewelry include: luxury accessories, watches, wine, coins, books and manuscripts, modern & contemporary art, American and European art, decorative arts, entertainment, music, and many more.
 
SUMMARY: Responsible for providing administrative and operational support to the Managing Director in order to ensure smooth daily operations in our New York City office.
 
ESSENTIAL DUTIES & RESPONSIBILITIES:
  •  Answer and route incoming calls in a prompt and courteous manner
  • Respond to issues and problem related calls from Client Services
  • Ensure front gallery is always presentable
  • Greet incoming guests when receptionist busy or unavailable
  • Ensure all details of event planning are managed (caterers, supplies, set up)
  • Process payments
  • Keep apprised of catalogue, promotional material, supplies, etc. and order if needed
  • Confirm Lot Viewing staff for events on 15th floor
  • Processes incoming consignments for three departments accurately and efficiently, including:
    • Opening packages and notifying sender of package receipt
    • Labeling and verifying contents of packages
    • Creating an electronic consignment report
  • Ships, tracks, delivers, and reconciles bills for certifications, jewelers, and individual repairs
  • Performs and is responsible for department-wide inventories of consignment material
  • Acts as point of contact for jewelers and repairers 
  • Work with Accounting to manage office monetary budgets
  • Other duties may be assigned
 
EDUCATION & EXPERIENCE:
  • High school diploma required, Bachelor’s degree preferred
  • 2+ years of experience as a receptionist or administrative assistant
  • Strong interest with Fine Jewelry, preferred
  • Computer proficiency, especially in Microsoft Office
  • Attention to detail and ability to multitask
  
 
WORK ENVIRONMENT: Individual must be able to work independently in a fast paced and high-pressured environment. 
 The following are attributes that we are seeking in all employees at Heritage:
  • Self-motivation, intelligence, and strong work ethic
  • Willingness to learn
  • Ability to follow set standards and take direction
  • Ability to analyze and propose solutions to problems
  • Ability to work in a fast-paced, multi-project, and dynamic environment
  • Absolute drive to complete projects on time and in a detailed manner
  • Excellent organizational skills: accurate and thorough
  • Excellent communication skills: listening, writing, and verbal
 
Heritage Auctions welcomes and encourages applications from women, minorities, veterans, mature workers and persons with disabilities. EOE
 
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