Fair operations coordinator

Closing date: 13th May 2024

Manage travel, coordinate visas, and support temporary teams at our global fairs in this exciting junior level role.

At Frieze we believe art is vital to communities and cultures. Bringing together galleries, artists, institutions, and art lovers all over the world to make art flourish.

Frieze is a media and events company with offices in London, New York and Berlin that comprises three publications, friezemagazine, Frieze Masters Magazine and Frieze Week; seven international art fairs, Frieze London, Frieze Masters, Frieze LA, Frieze New York, Frieze Seoul, and the newly acquired fairs Expo Chicago and The Armory Show; and frieze.com – the definitive resource for contemporary art and culture, with digital subscription membership products and accompanying mobile app. In addition, we have a permanent exhibition space at No.9 Cork Street, a hub for visiting international galleries in the heart of Mayfair, London.

Frieze is part of the IMG within the IMG Events and On Location division. IMG is a global leader in sports, fashion, events and media, a subsidiary of Endeavor, a global entertainment, sports and content company.

Reporting to the HR Director, the Fair Operations Coordinator manages the processes associated with employees travelling and working overseas, as well as the administration associated with the London temporary team.

Responsibilities

Travel  

• Manage the annual process that determines who travels to which fair and oversee with the associated budget with the FD and HRD. 
• Liaise with hotels in all fair cities to ensure suitable hotels are booked within budget and by specific dates. Maintain contact with the hotels including sending rooming lists and other relevant information.
• Manage travel communications with staff including informing people of flight budget and class and leading staff travel briefings. 
• Maintain a tracker for every fair detailing individual travel dates & cost, room nights and per diem details. 
• Liaise with the Finance team about fair and other travel per diems, ensuring they are correctly calculated and paid within agreed timelines. 

Visa requirements

• With the Immigration Team and HR team, determine what documentation is required for business travel and ensure people have the credentials to travel and/or work overseas (including border control letters, visas and K-ETAs). 

Temporary team

• Support the HR team with the hiring, contracting and payroll process for the temporary teams working at each of the fairs, with particular focus on Frieze London and Frieze Masters.
• Organise the purchase and delivery of Frieze temporary staff uniform for the fairs.
• Support the orientation of our temporary team including drafting training documents and sending out communications for training.
• Work closely with the finance team to ensure payment is made on time and accurately to our temporary staff for the London fairs.

On-site operations

• Manage the Organisers’ Office at every fair.  With the HR, Production and IT teams, ensure the office is set up and run in line with the business needs, including the IT set-up and stationery requirements.
• Work with the Office Manager to ensure all required items are sent from storage to site ensuring inventory lists are up to date in collaboration with relevant teams.
• Manage and communicate the close-down process for both the Organisers’ and Temporary Staff Offices at each fair with support from the HR team.
• Determine refreshment needs and ensure they are met within budget; this will include permanent staff and temporary staff requirements.

CEO support

• Assist the CEO and senior team with travel arrangements including acquiring visas etc 
• Provide ad hoc support for the CEO

Project Work

• Complete project work and ad hoc tasks, as required

Knowledge, skills and experience

• Working in a fast-paced environment
• Extensive admin experience, ideally in travel, hospitality, or events
• Excellent organisational skills
• Strong verbal and written communication skills
• Ability to use spreadsheets
• Able to multi-task
• Pragmatic – able to resolve problems or identify who can assist
• Excellent teamwork and interpersonal skills
• Travel booking experience (flights and hotels) is desirable

Application

This is a fixed-term, full-time contract role that will run for 12 months with the ideal candidate joining the team mid-May. The role will be based in our offices in Surrey Street, London 3-4 days per week.

Please apply by sending a CV and cover email by clicking the 'Apply' button.

Unfortunately, we won’t be able to respond to all applications.

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.

Please state in your application that you found this role through Creative Access.