Executive Assistant

Job Description

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.

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 (Director to-do list)
• 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 Director's 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.
• Manage director's expenses and code all receipts
• 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 submissions
• Assist with various fair responsibilities, including:
• Liaising with Exhibitor team to organize the Stand Prize
• Collaborating with Fair Director 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
• Liaise with Events and Frieze91 teams re: supplies, RSVP management, check-in, greeting guests, etc.
• Proactively contact artists regularly for updated news, artist bios, events etc. and share this information with fair Director and Fair Manager
• Send thank you notes and gifts post fair
• Awareness of gallery openings and contemporary art world calendar
• Coordinate and collate materials related to programming for press and marketing
• 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.
Office Manager Responsibilities:
• Monitor office supply stock – place orders for supplies and snacks
• Act as conduit with other Frieze offices, facilitating flow of information
• Set up and manage VC meetings
• Deal with IT related needs
• Help set up new hires with email, laptops, business cards, office keys
• Collect checks and deposit them at the bank for FNY, pay bills
• Maintain office appearance, arrange cleanings, and coordinate all office up keep
• Opening and closing responsibilities include: taking out the trash, loading and unloading the dishwasher
• Answer office telephone and conveying messages
• Receive packages and coordinate messengers

Additional notes:
• Present in the office 4 days a week
• Occasional travel for fairs

PERSONAL SPECIFICATIONS AND STRENGTHS
• Thrive in dynamic-fast pasted 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
• Executive Assistant experience
• Ability to time manage, meet deadlines, and work effectively with multiple teams
• Strong attention to detail and the ability to remain calm in high pressure scenarios
• Integrity and respect for colleagues and clients, team player, and exceptionally quick learner
• Knowledge of contemporary art world and experience working in the art world
• Experience delivering large scale complex projects, involving multiple deadlines and stakeholders

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:
$22.26 hourly

Hiring Range Maximum:
$29.68 hourly

Jobcode: Reference SBJ-d9mzn7-3-144-121-247-42 in your application.