JOB POSTING: Administrative and Personal Assistant: (10-12 h/week – flexible)
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10 March 2017

 

 

 

 

Administrative and Personal Assistant (10-12h/week – flexible)

Reiss Klein Partners provides comprehensive, objective and discreet advisory services to new and established collectors of fine and decorative arts. Building on more than two decades of experience in the arts, Reiss Klein Partners works directly with a select group of clients as a private curator and art market advisor. Based on clients’ specific needs and goals, the firm provides customized services and strategies in the art advisory field including art historical education, guidance in building collections, buying and selling art, collection management, and art market analysis. For additional information, please visit www.reissklein.com. The Administrative and Personal Assistant reports to the Principal / Founder and will be based at the firm’s New York City office in the Flatiron District.

 

Position Overview

The Administrative and Personal Assistant will provide excellent office coordination, administrative, organizational, special project and personal support services to the Founder of Reiss Klein Partners. The successful candidate has administrative experience and is a proactive problem solver, detail-oriented and precise, self-motivated, and experienced in managing a wide range of tasks simultaneously—s/he has excellent instincts on how to prioritize and works with impeccable discretion and integrity. The person occupying this role has an opportunity to be exposed to a wealth of information regarding modern and contemporary artists, artwork, and international gallery and museum exhibitions. In turn, the successful candidate must be responsible, judicious, and respectful of personal, company, and client privacy. Working on a consistent, part-time basis, the successful candidate balances diverse responsibilities, wears many hats, and does so gracefully, energetically, and effectively.

The Administrative and Personal Assistant is a non-exempt position. While the work must take place between Monday through Friday, the successful candidate will have the flexibility to choose two days per week for five to six hour shifts between 9:00am and 6:00pm. It is expected that the candidate will work on the same days consistently from week to week (e.g. Tuesday and Thursday, or Monday and Friday). In July, the office operates at a reduced schedule, and it fully closes in August—this position would follow that summer schedule as well. This work is executed primarily at the Reiss Klein Partners office, which is easily accessible by public transportation.

 

Responsibilities

  • Provide excellent organizational, administrative, coordination, and planning services in support of the Principal, for professional and personal purposes.
  • Manage Principal/ Founder calendar and schedule and coordinate meetings, calls, travel arrangements, and additional personal needs.
  • Flawlessly provide research and special project support, such as organizing archival and artist materials and press documents.
  • Create and implement systems for maintaining a well-organized, well-equipped office, including ordering supplies, beverages and snacks as well as routine tidying up the office.
  • Provide a supportive and engaged atmosphere in interactions with the Principal/ Founder.
  • Effectively and consistently manage administrative tasks including filing, data entry, managing contacts, and organizing and maintaining the office library.
  • Provides personal assistance to Principal, such as maintenance and repair scheduling, returns and pick-ups, and research focused on solving problems as they arise.
  • Ensure that the website remains current, including keeping press articles up to date.
  • Expediently carry out personal and professional errands as needed.
  • Lead efficient and timely resolution of technical support issues.
  • With urgency, problem-solve as unexpected needs arise, related to client projects, meeting preparation, travel, or schedule coordination.
  • Manage receipt tracking and project budget details to ensure that travel and other costs/expenses are invoiced and reimbursed in an accurate and timely fashion.

 

Requirements

  • Bachelor’s degree.
  • Minimum of two years of experience in administrative assistant position. Experience in fine and decorative arts is not required.
  • Outstanding and engaging interpersonal, communication, and writing skills.
  • Excellent organizational, prioritization and analytical skills.
  • Meticulous attention to detail and accuracy.
  • Strong sense of urgency, highly organized, outstanding time management skills, ability to effectively prioritize and handle changing priorities in a timely manner and with excellent judgment.
  • Anticipate and prevent problems, but when they arise, come prepared with recommended solutions.
  • Self-motivated, independent, responsible and highly discreet.
  • Creatively resourceful and a quick learner.
  • Excellence in Mac OS, Microsoft Office, LinkedIn, and capacity to maintain and update website. Familiarity with File Maker Pro is a plus.
  • Pleasant sense of humor, calming with a kind disposition, and nurturing approach to working with others.

This is an excellent opportunity for qualified candidates who are seeking part-time, predictable employment at a competitive hourly rate. In addition, July and August may offer rescheduled schedules. Interested candidates are encouraged to apply by sending their resume, cover letter, and hourly compensation requirements to jobs@kkandp.com. Please include “Administrative and Personal Assistant” in the subject line. Qualified candidates will be contacted by phone and email. Computer literacy test and background checks are part of the application process for final candidates.

REISS KLEIN PARTNERS is an Equal Opportunity Employer.