Executive Assistant, Frieze Jobs

Who We Are:

Frieze is the world's leading platform for modern and contemporary art, dedicated to artists, galleries, collectors and art lovers alike. Frieze comprises three magazines - frieze, Frieze Masters Magazine and Frieze Week - and five international art fairs - Frieze London, Frieze Masters, Frieze New York, Frieze Los Angeles and Frieze Seoul. In October 2021, Frieze also launched No.9 Cork Street, a permanent space for visiting international galleries in the heart of Mayfair, London. Frieze is part of the IMG network.

Endeavor is a global sports and entertainment company, home to the world's most dynamic and engaging storytellers, brands, live events and experiences. The company is comprised of industry leaders including entertainment agency WME; sports, fashion, events and media company IMG; and premier mixed martial arts organization UFC. The Endeavor network specializes in talent representation, sports operations & advisory, event & experiences management, media production & distribution, experiential marketing and brand licensing.

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Executive Assistant, Frieze NY

• Send thank you notes and gifts post fair
• Coordinate meetings with relevant external stakeholders, research and prep documents and presentations
• Liaise with Events and Frieze91 teams re: supplies, RSVP management, check-in, greeting guests, etc.
• Manage Director's calendar including: regularly scheduling internal and external meetings, conference calls, travel, etc.
• 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.
• Create detailed itineraries, including restaurant reservations, meetings with galleries, and site visits. Confirm all meetings and reservations.
• 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.
• Manage submission inbox for projects related to Frieze New York and Los Angeles and create presentations
• Support director in carrying out necessary tasks to produce Frieze NY + LA.
• Keep a running list of: Emails, Calls, Pending/follow-up, Meetings, Etc (Director to-do list)
• Assist in organizing annual New York and Los Angeles Committee meetings which includes booking travel for committee members, arranging meeting rooms, and securing catering during the meeting.
• Assist with various fair responsibilities, including:
• Coordinate and collate materials related to programming for press and marketing
• Manage director's expenses and code all receipts
• Proactively contact artists regularly for updated news, artist bios, events etc. and share this information with fair Director and Fair Manager
• Plan and manage Director's travel, including all flights, ground transportation, and hotel accommodations.
• Liaising with Exhibitor team to organize the Stand Prize
• Manage invoices, coding, and submissions
• Collaborating with Fair Director on all fair related tasks
• Set agenda, take notes, circulate relevant documents and follow up on action points.
• Coordinate and lead fair debrief process, follow up on priorities and action points, ensure improvements are implemented on time and budget.
• 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.
• Awareness of gallery openings and contemporary art world calendar
• Code passes for VIPs and their guests during the fair
• Conduct site visits: photograph and document site and present photographs taken.
• For all meetings relating to the fair, set agenda, take notes, circulate relevant documents, and follow up on action points.

Office Manager Responsibilities:

• Help set up new hires with email, laptops, business cards, office keys
• Monitor office supply stock - place orders for supplies and snacks
• Answer office telephone and conveying messages
• Deal with IT related needs
• Act as conduit with other Frieze offices, facilitating flow of information
• Set up and manage VC meetings
• Maintain office appearance, arrange cleanings, and coordinate all office up keep
• Collect checks and deposit them at the bank for FNY, pay bills
• Opening and closing responsibilities include: taking out the trash, loading and unloading the dishwasher
• Receive packages and coordinate messengers

Present in the office 4 days a week

Occasional travel for fairs

PERSONAL SPECIFICATIONS AND STRENGTHS

• Work well under pressure and successfully multitask while handling multiple responsibilities
• Integrity and respect for colleagues and clients, team player, and exceptionally quick learner
• Comfortable interacting with a diverse range of stakeholders in a professional and friendly demeanor
• Strategic planner and forward thinker
• Strong attention to detail
• Executive Assistant experience
• Ability to time manage, meet deadlines, and work effectively with multiple teams
• Experience delivering large scale complex projects, involving multiple deadlines and stakeholders
• Knowledge of contemporary art world and experience working in the art world
• Adapt well to a constantly changing project and environment, and evolving targets and objectives
• Ability to work and communicate effectively with artists, curators, museum and gallery professionals
• Calm despite the storm
• Ability to work autonomously, be proactive and self-motivated are essential
• Thrive in dynamic-fast pasted environments, where precision and organization are necessary

Endeavor unites and brings people together in our love of sport, culture, and entertainment. We understand this can only be accomplished when we lead with a lens of diversity, equity, and inclusion in everything we do. As a global company that drives culture, we strive to reflect the world's diverse voices.

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.

Per local requirements and in the interest of transparency, the range shown below reflects the prevalent current hiring range for this position. Hiring pay rates are based on a number of factors, including location and may vary depending on job-related qualifications, knowledge, skills and experience. Endeavor strives to provide locally competitive rewards packages, which include base rate along with, as applicable, short- and long-term incentives, growth and developmental opportunities, and robust benefits, such as health care, retirement, vacation and other paid time off, and additional offerings.

Hiring Range Minimum:

$19.83 hourly

Hiring Range Maximum:

$26.44 hourly