The coordinator’s primary responsibility is to provide a high level of discrete, professional administrative assistance for RMs (Relationship Managers) by supporting their Client Strategist to help them achieve their priority client goals.
Client Strategy support :
Ensuring the accuracy and integrity of client information (collection values, ages, addresses, biographies, strategy summaries etc.
in client system / CRM
Providing research on new client acquisition utilising news articles, WealthX, Forbes and Hurun Lists and other such sources.
Assisting with the process of identifying cross dept and cross channel client growth opportunities
Partnering with Client Strategist / s in organizing room, audio, documents for strategic client meetings, such as client reviews, individual client team meetings, regional meetings / surgeries, specialist department / Client Group / RM collaboration opportunities, Pre and Post Sale meetings etc
Assisting Client Strategy to draft and circulate meeting minutes
Knowing the RMs client strategies and update client system / CRM with progress on assigned actions. For example, entering follow-up actions and notifying Client Strategist of planned informal events, lunches, meetings, etc.
to ensure that RM is capitalizing on all opportunities to execute bus dev plan
Setting up Internal team meetings around clients, taking follow up notes / minutes for such meetings, entering actions in client system / CRM for actions coming out of meetings
Bids Depts / Client Service :
Assisting the bids dept during sale time including processing Phone Bids, Absentee Bids and support the Online Bids environment.
Providing ad-hoc client service support to RMs including Condition Reports, Selling Points etc.
Facilitating the organization of client events in collaboration with RMs, Events and Client Strategy.
Proactively coordinating communications with Events to ensure timely invitation mailings and follow up event information is added to the client system.
Internal Admin :
Handling Phones, relaying messages as appropriate; fielding general enquiry email and calls
Maintaining files (digital or hard-copy depending), Organizing Mail, Managing mailings and packages to clients via messenger and UPS / FedEx
Proof-reading and cross-referencing documents as needed
Create PowerPoint presentations (i.e. Lectures) as needed
Bachelor’s Degree required
Minimum 1-2 years of experience in an Administrative Assistant or similar role
Strong written / drafting skills for correspondence, reports and presentations
Adept at handling sensitive and confidential information in a discreet and professional manner
Strong multi-tasking and prioritizing skills
Good judgement and constantly on point in representing the Sotheby’s brand
Excellent interpersonal skills, enthusiastic client service attitude, team spirit and excellent telephone manner
Strong experience in Outlook, Word, Excel, and PowerPoint
Skilful ability to interact in a calm, mature and professional manner