Executive Assistant

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.

Endeavor is a global sports and entertainment company, home to many of the world’s most dynamic and engaging storytellers, brands, live events, and experiences. The Endeavor network specializes in talent representation through entertainment agency WME; sports operations and advisory, event management, media production and distribution, and brand licensing through IMG; live event experiences and hospitality through On Location; full-service marketing through global cultural marketing agency 160over90; and sports data and technology through IMG ARENA and OpenBet. Endeavor is also the majority owner of TKO Group Holdings (NYSE: TKO), a premium sports and entertainment company comprising UFC and WWE.

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: tak