Find a job 
Featured Companies 
Featured Universities 
For Companies At a Glance
- Tasks: Manage VIP operations, oversee invitations, and ensure seamless experiences at art fairs.
- Company: Frieze is a leading platform for modern and contemporary art, part of the Endeavor network.
- Benefits: Enjoy a dynamic work environment with opportunities for travel and collaboration in the arts.
- Why this job: Join a vibrant team, enhance your project management skills, and make an impact in the art world.
- Qualifications: Experience in arts institutions, project management, and proficiency in CRM systems are preferred.
- Other info: Flexibility to travel and work weekends is required; commitment to diversity and inclusion is essential.
The predicted salary is between 42000 - 84000 £ per year.
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.
Reporting to the Head of VIP Operations, the VIP Operations Manager will play a key role working across all fairs and regional VIP teams. They will serve as the primary liaison with our Data and Digital Teams, spearheading the maintenance of our CRM database, Sugar. This role is crucial in managing the invitations process for all our fairs, ensuring streamlined operations, and maintaining strict adherence to deadlines. The VIP Operations Manager will also oversee a team of temporary inbox staff, manage their budget, and ensure the timely answering of VIP queries. Furthermore, they will collaborate closely with our VIP Consultants to provide necessary information in advance of our fairs.
Key Responsibilities Include But Not Limited To:
- VIP Data, Digital and CRM Management: Serve as the primary point of contact for the Data and Digital Teams, creating and managing the annual timeline. Lead the maintenance and management of the CRM Database, Sugar, within the VIP Team, ensuring data integrity and accuracy. Liaise closely with the Digital Team to ensure the maintenance and regular updating of the VIP dashboard and website. Management of Intercom, our customer service platform.
- Invitation Process Management: Collaborate with the Data Team to curate and review invitation lists for each fair. Work closely with regional VIP teams to complete invitation reviews before every fair. Oversee the sending of invitations and tracking of responses on Power BI, providing regular updates to the Head of VIP Operations and VIP Team. Review best practices and streamline the invitations process to enhance efficiency. Work closely with the VIP Data Research Assistant after every fair to review and segment new VIP data.
- VIP Inbox Team Management: Manage a team of temporary VIP inbox staff for each fair, and the VIP Assistant, setting their schedules and arranging their contracts with HR. Oversee the budget for VIP inbox staff and process their invoices. Ensure clear communication and efficient workflow within the team. Work closely with the temps during fair time to clear all VIP inboxes including inboxes related to VIP queries, advisors, galleries and institutions. Ensure the VIP temp staff have all the relevant information they need and pass requests are handled in a timely manner. With the Head of VIP Operations, oversee VIP Consultants plans at the fair and year-round. Work closely with VIP Consultants to ensure they have all necessary information prior to each fair. Oversee travel and accommodation for VIP Consultants where relevant. Help with planning around VIP Consultant events in their respective cities, liaising with regional VIP Teams and the Events Team. Process VIP Consultants' invoices and fees in a timely manner.
- VIP Desk Management: Shared management responsibilities of the VIP desk at all fairs, including supporting on training temporary VIP and Exhibitor Assistants. Ensure that VIPs have a seamless and positive experience on-site. Address any issues or concerns raised by VIPs promptly and professionally.
You Will Have The Following Strengths:
- Proven experience in an arts-based institution is highly desirable.
- Previous project management and operational experience.
- Excellent communication and interpersonal abilities.
- Experience of using Microsoft Suite, particularly Excel.
- Proficiency in CRM systems.
- Experience processing invoices and managing budgets desirable.
- Strong analytical skills and attention to detail.
- Demonstrated ability to streamline processes and improve operational efficiency.
- Excellent organisational and time management skills.
- Ability to work under pressure, meet tight deadlines and collaboratively work as part of a team.
- Experience of working with data, analytics and a database preferable.
- Flexibility to travel and work weekends as 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.
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.
Contact Detail:
Frieze Publishing Ltd. Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land VIP Operations Manager
✨Tip Number 1
Familiarise yourself with CRM systems, especially Sugar, as this role heavily relies on data management. Consider taking a short online course or tutorial to boost your confidence and skills in using such platforms.
✨Tip Number 2
Network within the art community and attend relevant events to connect with professionals who may have insights into the VIP Operations Manager role. Building relationships can often lead to valuable referrals or recommendations.
✨Tip Number 3
Brush up on your project management skills, as this position involves overseeing multiple tasks and teams. Tools like Trello or Asana can help you manage your time and projects effectively, showcasing your organisational abilities.
✨Tip Number 4
Demonstrate your understanding of the art world and current trends during interviews. Being knowledgeable about contemporary artists and galleries will show your passion for the industry and make you a more appealing candidate.
We think you need these skills to ace VIP Operations Manager
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in arts-based institutions, project management, and operational roles. Use specific examples that demonstrate your skills in managing teams and processes.
Craft a Compelling Cover Letter: In your cover letter, express your passion for the arts and how your background aligns with Frieze's mission. Mention your familiarity with CRM systems and your ability to streamline operations, as these are key aspects of the role.
Showcase Your Communication Skills: Since excellent communication is crucial for this position, consider including examples of how you've effectively communicated with diverse teams or stakeholders in previous roles. This will help demonstrate your interpersonal abilities.
Highlight Analytical Skills: Given the importance of data management in this role, emphasise any experience you have with data analysis, particularly using tools like Excel or CRM systems. Provide examples of how you've used data to improve processes or make informed decisions.
How to prepare for a job interview at Frieze Publishing Ltd.
✨Know Your CRM Systems
Since the role involves managing the CRM database, it's crucial to familiarise yourself with Sugar and any other relevant systems. Be prepared to discuss your experience with CRM tools and how you've used them to enhance data integrity and streamline processes.
✨Demonstrate Project Management Skills
The position requires strong project management abilities. Come equipped with examples of past projects where you successfully managed timelines, budgets, and team coordination. Highlight how you overcame challenges and ensured smooth operations.
✨Showcase Your Communication Skills
As a liaison between various teams, excellent communication is key. Prepare to share instances where your communication skills helped resolve issues or improved collaboration. Emphasise your ability to convey information clearly and professionally.
✨Prepare for Data-Driven Questions
Given the emphasis on data management and analytics, be ready to discuss your experience with data analysis and reporting. Think about how you've used data to inform decisions and improve operational efficiency in previous roles.
