Executive Assistant

$46,301 - $61,734/Yr

Frieze - New York, NY

Full-time - Entry Level

Onsite - New York, NY

About the position

The Executive Assistant will support the Fair Director at Frieze, managing their calendar, coordinating meetings, and overseeing correspondence. This role is crucial for ensuring the smooth operation of the director's responsibilities, particularly in relation to the Frieze New York and Los Angeles fairs. The position requires a proactive individual who thrives in a fast-paced environment and can handle multiple tasks efficiently.

Responsibilities

• Manage Director's calendar including scheduling meetings, conference calls, and travel.
• Set agenda, take notes, circulate relevant documents, and follow up on action points for meetings.
• Maintain a running list of emails, calls, pending follow-ups, and meetings for the Director.
• Oversee and track all forms of correspondence.
• Coordinate regular catch-ups between the Fair Director and key departments, collecting pertinent information for meetings.
• Research and prepare documents and presentations for meetings with external stakeholders.
• Collaborate on presentations and invites using InDesign, PowerPoint, and Keynote.
• Assist in building the overall fair timeline in collaboration with the Fair Director and departments, ensuring milestones are met.
• Plan and manage the Director's travel, including flights, ground transportation, and hotel accommodations.
• Create detailed itineraries, including restaurant reservations and site visits, confirming all meetings and reservations.
• Manage the Director's expenses and code all receipts.
• Coordinate and lead the fair debrief process, ensuring improvements are implemented on time and budget.
• Conduct site visits, photograph and document sites, and present photographs taken.
• Manage invoices, coding, and submissions related to the fairs.
• Assist with various fair responsibilities, including liaising with the Exhibitor team and managing submissions for Frieze New York and Los Angeles.
• Code passes for VIPs and their guests during the fair.
• Liaise with Events and Frieze91 teams regarding supplies, RSVP management, and guest check-in.
• Proactively contact artists for updates and share information with the Fair Director and Fair Manager.
• Send thank you notes and gifts post-fair.
• Coordinate materials related to programming for press and marketing.
• Assist in organizing annual New York and Los Angeles Committee meetings, including travel arrangements and catering.

Requirements

• Executive Assistant experience in a fast-paced environment.
• Strong organizational skills and attention to detail.
• Ability to work autonomously and be proactive.
• Experience in strategic planning and project management.
• Ability to multitask and work under pressure.
• Excellent communication skills with diverse stakeholders.
• Knowledge of the contemporary art world and experience in the art industry.
• Experience delivering large-scale complex projects with multiple deadlines.

Nice-to-haves

• Experience with InDesign, PowerPoint, and Keynote for presentations.
• Familiarity with the art fair process and logistics.

Benefits

• Health care coverage
• Retirement benefits
• Vacation and paid time off
• Short- and long-term incentives
• Growth and developmental opportunities