Office Coordinator

Contract Summary

Supporting the Office Manager & Head of HR with office responsibilities, including managing the London office reception and supporting the CEO and other senior managers with diary management, expenses, and travel.

If you would like to apply for this role, please apply here - https://wmeimg.wd1.myworkdayjobs.com/WMEIMGEMEA/job/London---Surrey-Str…

At Frieze we believe art is vital to communities and cultures. Bringing together galleries, artists, institutions, and art lovers all over the world to make art flourish.

Frieze is a media and events company that comprises three publications, frieze magazine, Frieze Masters Magazine and Frieze Week; and five international art fairs, Frieze London, Frieze LA, Frieze New York, Frieze Seoul (launching September 2022) and Frieze Masters; regular talks and summits, led by frieze editors; and frieze.com – the definitive resource for contemporary art and culture.

In addition, we’ve just launched No.9 Cork Street, a hub for visiting international galleries in the heart of Mayfair, London. Frieze is part of the IMG network.

IMG is a global leader in sports, fashion, events, and media and is a subsidiary of Endeavor, a global entertainment, sports and content company.

Key Accountabilities

Office responsibilities

  • Whilst managing reception for Frieze and our tenants, answer calls and direct enquiries, greet visitors, manage incoming and outgoing mail, couriers & shipments
  • Manage the room booking system ensuring that key meetings are prioritised
  • Work with staff to ensure a tidy office environment is maintained with particular attention to meeting rooms, the printing room, and other communal areas
  • Ensure all H&S responsibilities are met including ensuring sufficient people are trained as Fire and First Aid wardens and that the office is compliant with legislation and Endeavor guidance 
  • Liaise with the IT team to ensure the starters and leavers processes run smoothly and that office issues are dealt with promptly. Ensure distribution lists are updated weekly
  • Process the office expenses and invoices
  • Specific projects during the fair weeks in London, New York, Los Angeles & Seoul
  • Ad hoc projects with the Head of HR and Office Manager including encouraging staff engagement and drafting staff communications

Working with the CEO

  • Diary management for the CEO that includes liaison with senior internal colleagues and external contacts in multiple geographies
  • Administrative support for the CEO and the senior team, including meeting coordination, drafting notes and processing invoices and expenses
  • Travel and hotel bookings managing complex itineraries
  • Organise staff meetings and other events on behalf of the CEO, e.g.  new starter meetings and fortnightly all-staff meetings

Required Qualifications

Mandatory 

  • Strong organisational skills with ability to multi-task
  • Good attention to detail
  • Ability to work independently and show initiative
  • Willingness to “muck in”
  • Confident in dealing with people at every level
  • Pragmatic and solution focused

Desirable

  • Interest in the arts

Working Conditions

  • This is a permanent position.
  • Please note, remote working set up until lockdown restrictions have been lifted. Thereafter, the role would be based at 1 Surrey Street.
  • Working hours are 10am - 6pm
  • Occasional travel and weekend work may be required

Equal Opportunities Statement

Endeavor is an equal opportunities employer and encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, or religion or belief.

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.

Endeavor is an equal opportunity employer committed to a diverse and inclusive work environment.