Production Administrative Assistant

2 weeks ago

London, United Kingdom Endeavor Full time

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.

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.

In September 2021 Frieze launched a new initiative at No.9 Cork Street, a hub for visiting international galleries in the heart of Mayfair, London. Frieze is part of the IMG network. IMG is a global leader in sports, fashion, events, and media and is a subsidiary of Endeavor, a global entertainment, sports and content company.

About the Frieze Production Department

The Production team are responsible for delivering all physical elements of the fairs and ensuring it’s safe, timely and successful delivery. This team is an operational one, based in London, made up of two distinct subsets, with a Head of Department for each:
Exhibitor Production - focuses on all production elements related to the Exhibitors at the fairs, including; booth builds, complex artwork installation, technical support, drafting, floor planning, art shipping logistics, Frieze Sculpture management, programming support, production schedules (venue builds), Health & Safety.

Fair Production - encompasses all other areas of the fair, including; tent builds & related infrastructure, F&B, contract management, Partnership lounge support/production, other non-gallery build, fair design, site infrastructure, security, cleaning, contractor management, production schedule (tent builds), Health & Safety.

Each fair has a Production Manager, reporting to the Head of Fair Production, who is responsible for all the Fair Production elements as well as coordinating with the various departments across Frieze. Usually, a Production Manager works on one UK and one US show (being opposite times of the year).

The Exhibitor Production Department work across all fairs but are more heavily involved in the US fairs where we don’t have a single stand
- building vendor (in the UK and Korea we use one stand-building vendor for each show) - for the US the internal team act as the stand-build vendor, and exhibitors order their additional walls, lights, etc from Frieze rather than an external party.

We are looking for an Administrative Assistant to support our Production department with the following responsibilities:
- Administrative support to the Production Director & Head of Fair Production (eg: travel & diary management, booking meeting rooms, Concur/credit card reconciliation, HR administration, etc)-
- Assist team with chasing up missing paperwork/information from stakeholders-
- Collecting and collating insurance documentation and any additional venue documentation required-
- Meticulous record-keeping of documentation-
- Concur/credit card management and reconciliation across the Department-
- Maintain, update and manage Teams project management tool for the department, ensuring actions are- logged and followed up where required-
- Agenda & minutes for Production Dept team meetings (shared responsibility with Production Coordinator,- depending on location and availability)-
- Booking & coordinating internal & external meetings/debriefs/briefings-
- Finance administration support - including, but not limited to, gathering financial information, processing- invoices/payments, keeping a detailed log of payment status where needed, raising PO’s-
- Working closely with finance team to ensure vendors are set up for payment in advance of the Fairs-
- Specific support to the Production Manager on Frieze Los Angeles (from 2025) and on Frieze Masters in- London (2024) - both pre-production and on site-
- Respond quickly and calmly to on site requests from staff, exhibitors and contractors-
- First point-of-contact for team queries for other departments and stakeholders-

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