At a Glance
- Tasks: Support VIP Operations globally, ensuring smooth communication and coordination across teams.
- Company: Frieze, a leading art fair organisation with a dynamic and creative environment.
- Benefits: Gain valuable experience in a fast-paced setting with opportunities for international travel.
- Other info: Flexible hours and potential for growth within a vibrant team.
- Why this job: Be at the heart of VIP operations and make a real impact on prestigious art events.
- Qualifications: Strong organisational skills and experience in project management or event support.
The predicted salary is between 30000 - 40000 € per year.
Frieze is seeking a highly organised, proactive and detail‑oriented VIP Operations Coordinator to support the VIP Operations Team across all operational priorities for all fairs globally. This role combines VIP‑facing customer service, systems and process management, VIP partners coordination, and administrative support, ensuring smooth communication and alignment across regional VIP teams, consultants and internal stakeholders. The VIP Operations Coordinator will play a central role in maintaining operational systems, coordinating timelines and information sharing, and supporting both strategic initiatives and day‑to‑day VIP delivery.
Key Responsibilities
- Support research and outreach to potential global hotel partners.
- Assist with the management of hotel partnership deliverables across all fairs.
- Coordinate partner benefit delivery, including collecting partner assets, maintaining website partner pages, and updating VIP materials (e.g. Hotel Partner PDFs, City Guides, VIP Overviews).
- Manage complimentary hotel room allocations and coordinate bookings for key stakeholders and internal teams.
- Track partnership deliverables and produce post‑project evaluation reports against agreed KPIs.
Systems, Notion & Process Management
- Own and maintain the VIP Operations Notion teamspace as the central source of truth.
- Build and maintain operational documentation, guides and procedures (including Sugar CRM, portal, MaxBulk, Mailchimp and other VIP systems).
- Support onboarding and training of team members in systems and processes.
- Maintain timelines, trackers and documentation to support cross‑regional coordination and deadline management.
- Support internal project management systems, including tracking planned reviews and entering outcomes where required.
- Oversee management of the VIP Dashboard along with other VIP access platforms, making sure that associated content is updated.
VIP Consultant & Regional Coordination
- Act as a key point of contact for VIP Consultants alongside the VIP Operations Manager.
- Support consultant onboarding, vendor setup, and distribution of key information and materials.
- Track consultant travel and coordinate hotel bookings.
- Support consultant nomination review processes, including requesting lists and chasing missing information.
- Draft and distribute key internal communications for VIP teams and consultants.
Fair Operations & VIP Desk Support
- Support VIP Operations across all fairs in the lead‑up and on‑site.
- Provide high‑quality customer service via shared VIP inboxes and communication channels.
- Update VIP data in Sugar CRM, keeping abreast of art‑related news and information.
- Support VIP desk operations, including training temporary staff and contributing to training materials, manuals and procedures during the fair periods.
- Act as a client‑facing representative at VIP desks, responding to VIP enquiries professionally and confidently.
- Support fair time programming and events, when required.
Administrative & Departmental Coordination
- Oversee all VIP inboxes and coordinate responses and follow‑ups with the VIP Inbox temps and permanent team.
- Responsibility for the VIP Ops timeline and shared calendars, ensuring they are up to date.
- Support internal timelines and deadline reminders, including list and portal reviews.
- Coordinate meetings, schedule calendars, take minutes, and track actions and follow‑ups for VIP Team meetings.
- Support invoice processing, vendor management and financial administration tasks.
- Assist with departmental coordination across regions and teams.
Skills & Experience
- Proven experience supporting operations, projects or events in a fast‑paced environment.
- Strong organisational skills with exceptional attention to detail.
- Excellent written and verbal communication skills.
- Strong interpersonal skills and professionalism with discretion and confidentiality.
- Ability to manage multiple priorities and work collaboratively across teams and with external partners.
- Experience using project management or documentation tools (e.g. Notion or similar).
- Experience using Adobe InDesign or similar design tools for document creation.
- Experience using CRM systems (Sugar CRM or similar).
- Experience supporting art fairs or live events.
- Experience with digital platforms such as Mailchimp, portals, or content management systems.
Additional Information
- The role requires availability during all fairs, including shift work and unsocial hours.
- Some international travel may be required in line with fair schedules.
- Responsibilities may expand over time in line with team needs and organisational growth.
VIP Operations Coordinator employer: Frieze Publishing Ltd.
Frieze is an exceptional employer that fosters a dynamic and collaborative work culture, perfect for those passionate about the arts and events. With a focus on employee growth, we offer opportunities for professional development and the chance to work alongside industry leaders in a vibrant global environment. Our commitment to excellence ensures that every team member plays a vital role in delivering unforgettable experiences at prestigious art fairs worldwide.
StudySmarter Expert Advice🤫
We think this is how you could land VIP Operations Coordinator
✨Tip Number 1
Get to know the company inside out! Research Frieze's values, past fairs, and their VIP operations. This will help us tailor our conversations and show that we're genuinely interested in being part of the team.
✨Tip Number 2
Network like a pro! Reach out to current or former employees on LinkedIn. Ask them about their experiences and any tips they might have for us. Personal connections can make a huge difference in landing that interview.
✨Tip Number 3
Prepare for the interview by practising common questions related to operations and customer service. We should also think of examples from our past experiences that showcase our organisational skills and attention to detail.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure our application gets noticed. Plus, we can keep track of our application status easily.
We think you need these skills to ace VIP Operations Coordinator
Some tips for your application 🫡
Tailor Your Application:Make sure to customise your CV and cover letter for the VIP Operations Coordinator role. Highlight your experience in operations, customer service, and any relevant tools you've used, like Notion or Sugar CRM. We want to see how your skills align with what we're looking for!
Show Off Your Organisational Skills:Since this role is all about being organised and detail-oriented, give us examples of how you've managed multiple priorities in the past. Whether it's coordinating events or handling complex projects, we love to see how you keep everything running smoothly.
Communicate Clearly:Your written communication skills are key for this position, so make sure your application is clear and professional. Use concise language and check for any typos or errors. We appreciate attention to detail, and it starts right here!
Apply Through Our Website:We encourage you to apply directly through our website. It’s the best way for us to receive your application and ensures you’re considered for the role. Plus, it’s super easy – just follow the prompts and submit your materials!
How to prepare for a job interview at Frieze Publishing Ltd.
✨Know Your VIP Operations
Familiarise yourself with the key responsibilities of the VIP Operations Coordinator role. Understand how to support hotel partnerships, manage timelines, and coordinate with consultants. This will help you demonstrate your knowledge and enthusiasm during the interview.
✨Showcase Your Organisational Skills
Prepare examples that highlight your strong organisational skills and attention to detail. Think of specific situations where you successfully managed multiple priorities or streamlined processes. This will show the interviewers that you can handle the fast-paced environment they operate in.
✨Communicate Confidently
Practice your verbal and written communication skills before the interview. Be ready to discuss how you've effectively communicated with stakeholders in previous roles. This is crucial for a position that requires high-quality customer service and coordination across teams.
✨Familiarise Yourself with Tools
Brush up on your knowledge of project management tools like Notion and CRM systems such as Sugar CRM. If you have experience with Adobe InDesign or similar design tools, be prepared to discuss how you've used them in past roles. This will demonstrate your technical proficiency and readiness for the job.
