Description
About MARI Group
MARI is a global events and experiences company powering world-defining live experiences. Our portfolio of premium live properties spans sports, art, and entertainment — including the Madrid and Miami Open tennis tournaments, Frieze (a leading voice in contemporary art), and Barrett-Jackson (the premium U.S. collector car auction company). MARI also includes TodayTix Group, the global e-commerce leader for cultural experiences, connecting millions of customers with the best in live entertainment.
MARI is reshaping the live events landscape — building a growing portfolio of category-defining events and brands that set the standard for what's next, across sports, entertainment, art, and lifestyle.
At MARI, you'll work alongside people who are passionate, curious, and driven — people who believe that live experiences have the power to shape culture, and who care about the work, the mission, and each other. We welcome outstanding applicants of all backgrounds and encourage everyone to apply.
About the Role
This is a full-time contract role and qualified candidates must be based in London.
Salary
Salary is determined by market data, experience, location, and internal banding. Ranges will be discussed transparently during the interview process.
What You'll Own:
Mandatory
Desirable
Benefits
Here are some of the Benefits and Perks offered at MARI Group:
Our Diversity & Inclusion Statement
MARI believes in the power of live experiences to unite people — and we know that can only be achieved when we reflect the full diversity of the world around us. As a global company that shapes culture across sports, art, and entertainment, we are committed to fostering an inclusive workplace and to practicing anti-discrimination across race, gender identity, sexual orientation, disability, and beyond. We recognise that systemic inequality and discrimination remain challenges across the events and entertainment industry, and we are dedicated to driving meaningful progress — both within our own organisation and across the wider industry we are proud to be part of.
About MARI Group
MARI is a global events and experiences company powering world-defining live experiences. Our portfolio of premium live properties spans sports, art, and entertainment — including the Madrid and Miami Open tennis tournaments, Frieze (a leading voice in contemporary art), and Barrett-Jackson (the premium U.S. collector car auction company). MARI also includes TodayTix Group, the global e-commerce leader for cultural experiences, connecting millions of customers with the best in live entertainment.
MARI is reshaping the live events landscape — building a growing portfolio of category-defining events and brands that set the standard for what's next, across sports, entertainment, art, and lifestyle.
At MARI, you'll work alongside people who are passionate, curious, and driven — people who believe that live experiences have the power to shape culture, and who care about the work, the mission, and each other. We welcome outstanding applicants of all backgrounds and encourage everyone to apply.
About the Role
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.This is a full-time contract role and qualified candidates must be based in London.
Salary
Salary is determined by market data, experience, location, and internal banding. Ranges will be discussed transparently during the interview process.
What You'll Own:
1. VIP Partnerships & Hotel Partner Support
- 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.
- 2. 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
- 3. 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.
- 4. 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
- 5. 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.
Mandatory
- 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.
Desirable
- 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.
- Basic financial administration experience (invoicing, reconciliation, vendor tracking).
- Experience with digital platforms such as Mailchimp, portals, or content management systems.
Benefits
Here are some of the Benefits and Perks offered at MARI Group:
- Hybrid work environment (blend of in-office and at-home days)
- Pension match and access to a bespoke pension scheme
- Paid Parental Leave
- Employee Assistance Programme
- Enhanced gyms, wellness and financial wellbeing apps access via Wellhub
- Flexible Paid Time Off
Our Diversity & Inclusion Statement
MARI believes in the power of live experiences to unite people — and we know that can only be achieved when we reflect the full diversity of the world around us. As a global company that shapes culture across sports, art, and entertainment, we are committed to fostering an inclusive workplace and to practicing anti-discrimination across race, gender identity, sexual orientation, disability, and beyond. We recognise that systemic inequality and discrimination remain challenges across the events and entertainment industry, and we are dedicated to driving meaningful progress — both within our own organisation and across the wider industry we are proud to be part of.
