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- Tasks: Support VIP operations and ensure smooth communication across global art fairs.
- Company: Frieze, a leading contemporary art organisation with a vibrant culture.
- Benefits: Permanent role in London with opportunities for international travel and career growth.
- Why this job: Join a passionate team and immerse yourself in the dynamic world of contemporary art.
- Qualifications: Strong organisational skills and experience in fast-paced environments.
- Other info: Diversity and inclusion are at the heart of our mission.
The predicted salary is between 36000 - 60000 £ per year.
Frieze is a leading global contemporary art organisation, recognized for its art fairs, publications and digital presence. Founded in 1991 with the launch of frieze magazine, the brand has grown to encompass seven of the most significant art fairs worldwide in cities including Chicago, London, Los Angeles, New York and Seoul. These events attract leading artists, galleries and collectors, fostering innovative dialogues and practices within the art community. Frieze magazine continues to set the benchmark for insightful art criticism and commentary, while frieze.com serves as a vital online resource. Committed to expanding the reach and understanding of contemporary art, Frieze also hosts year-round curated programs and associated initiatives that enrich the cultural landscape.
Working Conditions: Permanent, London Surrey Street Mon-Fri, 10am-6pm
What You'll Do: 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
- 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.
- 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.
- 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
Essential
- 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.
- Experience using Adobe InDesign or similar design tools for document creation.
- Experience using CRM systems.
- Experience supporting art fairs or live events.
- Basic financial administration experience.
- 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.
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.
VIP Operations Coordinator, Frieze employer: IMG LIVE
Contact Detail:
IMG LIVE Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land VIP Operations Coordinator, Frieze
✨Tip Number 1
Network like a pro! Get out there and connect with people in the art world. Attend events, join online forums, and don’t be shy about reaching out to current or former Frieze employees on LinkedIn. You never know who might have the inside scoop on job openings!
✨Tip Number 2
Show your passion for the arts! When you get the chance to chat with someone from Frieze, make sure to express your enthusiasm for contemporary art and the role. Share your thoughts on recent exhibitions or artists you admire – it’ll help you stand out as a candidate who truly cares.
✨Tip Number 3
Prepare for interviews by researching Frieze’s events and initiatives. Familiarise yourself with their latest projects and think about how your skills can contribute to their mission. This will not only impress your interviewers but also give you confidence when discussing your fit for the VIP Operations Coordinator role.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets seen by the right people. Plus, keep an eye on our careers page for any new opportunities that pop up – we’re always looking for passionate individuals to join our team!
We think you need these skills to ace VIP Operations Coordinator, Frieze
Some tips for your application 🫡
Show Your Passion for Art: When writing your application, let your love for contemporary art shine through! We want to see how your interests align with Frieze's mission and values. Share any relevant experiences that highlight your enthusiasm for the arts.
Be Organised and Detail-Oriented: As a VIP Operations Coordinator, organisation is key! Make sure your application is well-structured and free of typos. Use clear headings and bullet points to make it easy for us to read and understand your qualifications.
Tailor Your Application: Don’t just send a generic application! Take the time to tailor your CV and cover letter to the specific role at Frieze. Highlight your relevant skills and experiences that match the job description, especially in operations and customer service.
Apply Through Our Website: We encourage you to apply directly through our website for the best chance of being noticed. It’s the easiest way for us to keep track of your application and ensures you’re considered for the role!
How to prepare for a job interview at IMG LIVE
✨Know Your Art
Familiarise yourself with Frieze's events, publications, and the artists they feature. Being able to discuss recent exhibitions or notable artists will show your passion for contemporary art and your understanding of the organisation's mission.
✨Showcase Your Organisational Skills
Prepare examples from your past experiences that highlight your organisational prowess. Discuss how you've managed multiple priorities or coordinated events, as this role requires exceptional attention to detail and the ability to juggle various tasks.
✨Communicate Clearly
Practice articulating your thoughts clearly and confidently. Since the role involves a lot of communication with VIPs and internal teams, demonstrating strong verbal and written communication skills during the interview is crucial.
✨Be Proactive and Solution-Oriented
Think of scenarios where you took initiative or solved problems in previous roles. This will resonate well with the interviewers, as they are looking for someone who can support the VIP Operations Team effectively and contribute to smooth operations.