Business Coordinator, Special Events (Fixed Term Contract)
The Company
Christie’s, the world’s largest Art Business, is an incredibly exciting & enriching place to start or continue your career. Whether you work within one of our Specialist Art Departments or as part of our Operational focused teams, we are all working together with one common goal in mind: to continue the success of this 250-year-old company, steeped in history, bringing constant innovation whilst not forgetting our age-old values; Passionate Expertise, Exceptional Client Service, Teamwork, Integrity, Business Judgement & Innovation. Colleagues across all departments are truly passionate about what they do, and it is constantly inspiring to work with industry leaders across all segments of the business.
The Role
Working closely with the Director and Head of the Events Department, the Business Coordinator has responsibility for overseeing and managing budgets and vendor relationships for internally and externally driven events. The role will also include execution on various administrative tasks to support the Events Department throughout the sales and events calendar cycle.
Specific duties & responsibilities will include but are not limited to
Track and record vendor invoices and department expenses.
Raise purchase orders for vendor invoices and manage payments in a timely manner.
Record all department spending and vendor payments via Event Dept. budget reports.
Reconcile and submit corporate credit card expense reports.
Update master calendar with event details.
Track, record, and report RSVPs for events.
Update internal data platforms with client and event data, before, during, and post event in a timely manner.
Provide general admin support for the team including answering calls and general email replies.
Troubleshoot office setup issues, equipment issues and manage department supplies.
Provide team support during events including checking in guests, managing vendors and liaising with gallery operations and AV team.
Perform other duties as assigned by senior team leaders of the Events Department.
Work efficiently and effectively with other internal departments including Client Strategy, Museum Services, Specialist Departments, and Regional Offices in providing completed and accurate event data and managing vendor payments.
Work efficiently, and effectively with Rockefeller in-house catering team, AV team, gallery operations, facilities, and external vendors.
The Candidate
Exceptional client service skills including strong verbal and written communication skills.
Strong interpersonal skills demonstrated with superiors, clients, and peers.
Strong attention to detail and follow-up skills.
Excellent communication and interpersonal skills, including superior written and spoken communication.
Ability to work collaboratively across multiple groups and sites.
Ability to remain calm in stressful situations.
Ability to creatively problem solve.
Ability to work independently and as part of a team.
Strong knowledge of Microsoft Excel, Outlook and COS and JDE.
The Benefits
Comprehensive Medical, Dental and Vision care plans for employees and dependents (On average, Christie’s pays 80% of total premiums)
401(k) Savings Plan – Christie’s provides a matching contribution up to 5% (subject to IRS limits)
Life Insurance - 3x base salary (100% paid by Christie’s)
Disability Insurance (100% paid by Christie’s)
Generous time-off and leave policies; including 100% Paid Family Leave up to 16 weeks.
Fitness Reimbursement Program: reimbursement of eligible fitness fees and memberships up to $600 per year
Annual Discretionary Performance Bonus Plan
Commuter Benefits - Pre-tax money towards your daily commute with a Christie’s contribution of $21 per month
Back Up Child & Elder Care – up to 10 days of back-up Child or Elder Care through Bright Horizons
CSR (Corporate Social Responsibility) Day- Each employee receives one paid day per year to dedicate their time to a charity of their choice.
Perks and Discounts through Zo and Plum Benefits
Christie’s, Inc. is committed to principles of equal employment opportunity, affirmative action, and to compliance with all federal, state, and local laws concerning employment discrimination, including the Americans with Disabilities Act. To this end, Christie’s Inc. ensures equal opportunity to all employees and applicants, regardless of race, color, age, sex, sexual orientation, religion, marital status, national origin or ancestry, citizenship, lawful alien status, physical, mental, and medical disability, veteran status or liability status for service in the United States Armed Forces.
- Posted salary range does not include discretionary bonus compensation and overtime pay.
Salary: $50,000.00 - $55,000.00