Office Manager

**About Sotheby's**

Established in 1744, Sotheby’s is the world’s premier destination for art and luxury. Sotheby’s promotes access to and ownership of exceptional art and luxury objects through auctions and buy-now channels including private sales, e-commerce and retail. Our trusted global marketplace is supported by an industry-leading technology platform and a network of specialists spanning 40 countries and 70 categories which include Contemporary Art, Modern and Impressionist Art, Old Masters, Chinese Works of Art, Jewelry, Watches, Wine and Spirits, and Design, as well as collectible cars and real estate. Sotheby’s believes in the transformative power of art and culture and is committed to making our industries more inclusive, sustainable and collaborative.

**THE ROLE**

The Office Manager will work under the supervision of the Head of Offices, Switzerland, and in close partnership the local staff members to drive operational excellence and promote a collaborative and productive working environment.

**RESPONSIBLITIES**

**BUSINESS DEVELOPMENT AND CLIENT STRATEGY**
- Contribute to business development initiatives, including private sales to drive growth.
- Contribute to Business Getting process.
- Contribute to deals for Private Treaty and Expert Departments.
- Work with Client Strategy, Business Intelligence and Marketing to track workflow.
- Monitor Geneva contributions to international sales, ensuring alignment with global objectives and tracking export activities.
- Propose, develop, and implement a reporting process to ensure regular and accurate updates for the Head of Offices.
- Foster strong client relationships, address concerns promptly, and maintain high levels of satisfaction.
- Ensure exceptional service standards are maintained both internally and externally.

**MATRIX MANAGEMENT**
- Serve as a key internal stakeholder for business-related matters, addressing client concerns and acting as a troubleshooter in all areas, escalating to the Head of Offices.
- Collaborate closely with the Managers and Senior Leaders locally, identifying and addressing operational or employee issues, while adhering to the matrix reporting structure.
- Facilitate seamless communication and collaboration across departments to drive business goals, ensure alignment across business functions, and maintain a positive team dynamic.
- Develop and implement a communication plan to effectively convey goals and strategy within the Geneva team, fostering information sharing and alignment with company objectives

**ADMINISTRATION AND LEGAL**
- Support daily office administration and activities, ensuring compliance with company policies, local legislation and business standards.
- Manage the relationship with the cantonal auction “huissier” and stay informed about any legal changes.

**OPERATIONS**
- Collaborate with the Head of Swiss Operations to ensure operational standards are consistently met.
- Respond to the operational and strategic needs of departments involved in the live auctions, by negotiating, securing, and overseeing the contract with the host hotel.
- Assist in live auctions, coordinating with local vendors, logistics, the host hotel, and team members for auction exhibitions and live sales.
- Act as the point of contact for operational inquiries before the live auctions for the setup and functioning; and during live auctions, addressing issues promptly and ensuring smooth proceedings.

**FACILITY MANAGEMENT AND HEALTH & SAFETY COMPLIANCE**
- Enforce health and safety protocols, ensuring the site complies with Swiss safety regulations.
- Assist in managing security operations for the building, ensuring a safe and secure environment.
- Conduct regular safety inspections and risk assessments to identify and mitigate potential hazards.
- Manage emergency response plans, ensuring preparedness for incidents and maintaining safety standards.
- Ensure full compliance with local regulations, building codes, and environmental laws in Switzerland.
- Maintain strong relationships with the landlord, overseeing relevant property matters.
- Serve as a key internal stakeholder in case of moving to a new building in Geneva.

**FINANCIAL**
- Track overall costs and revenues, under the guidance of the Head of Offices and the Finance Manager.
- Follow-up P&L budget management and contribute to the planning process.

**Ideal Experience & Competencies**
- Proven experience within an auction house, with a strong understanding of auction processes and business dynamics.
- In-depth knowledge of the art and luxury market, both locally and internationally, including trends, key players, and the nuances of the art world.
- Exceptional interpersonal and communication skills, with the ability to build lasting client relationships and deliver an exemplary level of service, both verbally and in writing.
- Fluency in French and English is essential, with proficiency in German considered a significant advantage; additional language skills