Department Assistant - Private Sales

Phillips is a leading international auction house specialising in the sale of modern and contemporary art, design, watches, jewellery, photographs and other exceptional collectibles. With a heritage dating back to 1796, Phillips provides clients with expert advisory services, valuations, private sales and auction opportunities across the global markets. Through its presence in key international locations, Phillips is committed to delivering exceptional client service, market expertise and innovative approaches to collecting and consigning works of art and luxury assets.

Based in our London office, Phillips is currently seeking to recruit a full-time Department Assistant reporting to the Deputy Chairman of Private Sales with a dotted line to the Regional Director, Middle East and South Asia. The role will require the candidate to support both senior managers by acting as a liaison for both internal and external clients. Activities will focus on managing consignment contracts, property research and the coordination and completion of valuation documents. The post holder will also work closely with the wider Private Sales team.

Training across all aspects of the role will be provided, and the ideal candidate would be expected to learn quickly and confidently apply this knowledge as they work. The role also presents a unique opportunity to the candidate to work closely with and learn from experienced specialists and managers in the auction industry.

DUTIES AND RESPONSIBILITIES

- Receive phone calls for the department fielding queries in a polite and professional manner from inquiring parties.

- Work with the Specialists on all administrative duties and any office duties as necessary.

- Make travel arrangements as requested, utilising the approved travel agency, and adhering to company travel guidelines.

- Submit expense reports on behalf of Specialists using the standard platform and adhere to the timescales defined by the finance team.

- Coordinate meetings, respond to invitations, schedule appointments and meetings (both external and internal) and maintain calendar, ensuring all information is accurate and up to date.

- Assist with the preparation of appraisals and consignment proposals in coordination with multiple departments.

- Maintain fluency in Phillips’ internal systems.

- Providing consignment support from coordinating and tracking valuations, consignment proposals and opportunities from initial discussion through to completion; managing contracts, KYC and supporting documentation; maintaining an up-to-date consignments runner; liaising with specialists and relevant departments; and keeping on top of outstanding actions, along with post sale actions and shipping for UHNW collectors and or institutions.

- Maintaining client and opportunity pipelines; conducting client and prospect research; coordinating outreach and follow ups; working with Client Strategy on targeted client lists and supporting the planning and coordination of client visits, regional trips, proposals and other cross departmental business development activities across the Middle East and South Asia.

- Work across departments to complete sale related tasks as required.

- Assist with major proposals as required.

- Where necessary, proofread valuations on behalf of colleagues for final sign off.

- Work collaboratively with other Phillips departments, and with external organisations as required.

- Work at all auctions participating in telephone or online bidding, bid clerking and any other duties as required.

- Perform any other ad-hoc duties and assistance as requested to ensure seamless service across the function.

PROFESSIONAL SKILLS AND EXPERIENCE

The ideal candidate will be a proactive self-starter and have strong, positive, and polite interpersonal skills and the ability to communicate in a professional manner with a wide variety of stakeholders alongside excellent client relations skills.

SKILLS AND EXPERIENCE

- Computer literate and proficient in Microsoft Office Software (Excel, Outlook, Word and PowerPoint), desirable

- Previous experience in a similar background

- Art History background desirable but not a requirement for the role

- Experience with external client facing interaction desirable

WORKING CONDITIONS

- Work is undertaken primarily within an office environment in our London, Berkeley Square location.

- Flexibility with working hours, including some evenings and weekends when business needs require.