Fair Admin Assistant - New York

Frieze is a modern and contemporary art media and events company that comprises three magazines: frieze, Frieze Masters Magazine and Frieze Week; and four international art fairs: Frieze London, Frieze Masters, Frieze New York and Frieze Los Angeles. Additionally, Frieze organizes a program of special courses and lectures in London through Frieze Academy. Frieze is a subsidiary of Endeavor, a global entertainment, sports and content company.

Admin Responsibilities

  • Manage Director’s calendar including: regularly scheduling internal and external meetings, conference calls, travel, etc.
  • Set agenda, take notes, circulate relevant documents, and follow up on action points.
  • Keep a running list of: Emails, Calls, Pending/follow-up, Meetings, etc.
    Oversee and track all forms of correspondence.
    Coordinate regular catch ups between Fair Director and key departments and help collect pertinent information from various departments for meetings.
    Coordinate meetings with relevant external stakeholders, research and prep documents and presentations.
  • Collaborate on presentations and invites in InDesign, PowerPoint, and Keynote to share internally and externally.
  • Coordinate meetings with relevant external stakeholders, research and prep documents and presentations.
  • For all meetings relating to the fair, set agenda, take notes, circulate relevant documents, and follow up on action points.
  • Assist in building overall fair timeline in collaboration with Fair Director and all departments and keep timeline up to date, keep track of upcoming milestones and ensure they are all met.
  • Support director in carrying out necessary tasks to produce Frieze NY + LA.
  • Plan and manage travel, including all flights, ground transportation, and hotel accommodations.
  • Create detailed itineraries, including restaurant reservations, meetings with galleries, and site visits. Confirm all meetings and reservations.
  • Organize annual New York and Los Angeles Committee meetings which includes booking travel for committee members, arranging meeting rooms, and securing catering during the meeting.
  • Coordinate and lead fair debrief process, follow up on priorities and action points, ensure improvements are implemented on time and budget.
  • Conduct site visits: photograph and document site and present photographs taken.
  • Manage invoices, coding, and submission process.
  • Assist with various fair responsibilities, including:
  • Liaise with Exhibitor team to organize the Stand Prize
    Collaborate with Fair Director and Fair Manager on all fair related tasks
    Manage submission inbox for projects related to Frieze New York and Los
  • Angeles and create presentations
    Code passes for VIPs and their guests during the fair.
    Assist with the allocation and management of temp staff as required.
    Liaise with Events and Frieze91 teams re: supplies, RSVP management, check-in, greeting guests, etc.
  • Send thank you notes and gifts post fair

 

Office Manager Responsibilities:

  • Monitor office supply stock – place orders for supplies and snacks
  • Act as conduit with other Frieze offices, facilitating flow of information to New York and Los Angeles staff
  • Set up VC and manage meetings
  • Deal with IT related needs
  • Help set up new hires with email, laptops, business cards
  • Collect checks and deposit them at the bank for FNY
  • Maintain office appearance, arrange cleanings, and ensure they are paid
  • Answer office telephone and conveying messages
  • Receive packages and coordinate messengers

 

Personal Specifications and Strengths

  • Thrive in dynamic-fast paced environments, where precision and organization are necessary
  • Ability to work autonomously, be proactive and self-motivated are essential
  • Strategic planner and forward thinker
  • Work well under pressure and successfully multitask while handling multiple responsibilities
  • Adapt well to a constantly changing project and environment, and evolving targets and objectives
  • Comfortable interacting with a diverse range of stakeholders in a professional and friendly demeanor
  • Ability to work and communicate effectively with artists, curators ,museum and gallery professionals
  • Client-facing experience
  • Ability to time manage, meet deadlines, and work effectively with multiple teams
  • Strong attention to detail
  • Calm despite the storm
  • Knowledge of contemporary art world

 

Working Conditions

  • Present in the office 3 days a week Occasional travel for fairs
  • Please Note e.g. shift(s)/ unsocial hours/ travel etc.
  • International travel to attend Frieze fairs may be required. Flexibility and longer hours are often required 
     

Our Diversity & Inclusion Statement
Frieze unites people in our love of the arts. We understand this can only be accomplished when we harness the entirety of our company and lead with a lens of diversity, equity, and inclusion in everything we do. As a global company that drives culture, we are committed to practicing anti-discrimination including race, gender identity, sexual orientation and disability, together with artists, writers and cultural practitioners from all backgrounds. There is still much work to be done to address systemic inequality and discrimination within the arts and culture industry, and we are dedicated to making progress to both within our own organization and the art world at large.