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Global VIP Operations Manager

2 months ago

London, Greater London, United Kingdom Endeavor Full time
About the Role

We are seeking a highly skilled and experienced VIP Operations Manager to join our team at Endeavor. As a key member of our global events team, you will play a critical role in ensuring the smooth operation of our international art fairs and VIP programs.

Key Responsibilities
  • VIP Data, Digital and CRM Management:
    • Collaborate with our data and digital teams to create and manage annual timelines for VIP operations.
    • Lead the maintenance and management of our CRM database, ensuring data integrity and accuracy.
    • Liaise closely with our digital team to ensure the maintenance and regular updating of our VIP dashboard and website.
    • Manage our customer service platform, Intercom.
  • Invitation Process Management:
    • Work closely with our data team to curate and review invitation lists for each fair.
    • Collaborate with regional VIP teams to complete invitation reviews before every fair.
    • Oversee the sending of invitations and tracking of responses on Power BI, providing regular updates to the Head of VIP Operations and VIP Team.
    • Review best practices and streamline the invitations process to enhance efficiency.
    • Work closely with our VIP Data Research Assistant after every fair to review and segment new VIP data.
  • VIP Inbox Team Management:
    • Manage a team of temporary VIP inbox staff for each fair, setting their schedules and arranging their contracts with HR.
    • Oversee the budget for VIP inbox staff and process their invoices.
    • Ensure clear communication and efficient workflow within the team.
    • Work closely with the temps during fair time to clear all VIP inboxes, including those related to VIP queries, advisors, galleries, and institutions.
    • Ensure the VIP temp staff have all the relevant information they need and that requests are handled in a timely manner.
  • VIP Consultant Support:
    • Work closely with our VIP Consultants to ensure they have all necessary information prior to each fair.
    • Oversee travel and accommodation for VIP Consultants where relevant.
    • Help with planning around VIP Consultant events in their respective cities, liaising with regional VIP Teams and the Events Team.
    • Process VIP Consultants' invoices and fees in a timely manner.
  • VIP Desk Management:
    • Shared management responsibilities of the VIP desk at all fairs, including supporting on training temporary VIP and Exhibitor Assistants.
    • Ensure that VIPs have a seamless and positive experience on-site.
    • Address any issues or concerns raised by VIPs promptly and professionally.
    Requirements
    • Proven experience in an arts-based institution is highly desirable.
    • Previous project management and operational experience.
    • Excellent communication and interpersonal abilities.
    • Experience of using Microsoft Suite, particularly Excel.
    • Proficiency in CRM systems.
    • Experience processing invoices and managing budgets desirable.
    • Strong analytical skills and attention to detail.
    • Demonstrated ability to streamline processes and improve operational efficiency.
    • Excellent organisational and time management skills.
    • Ability to work under pressure, meet tight deadlines, and collaboratively work as part of a team.
    • Experience of working with data, analytics, and a database preferable.
    • Flexibility to travel and work weekends as required.
    About Endeavor

Endeavor unites and brings people together in our love of sport, culture, and entertainment. We understand this can only be accomplished when we lead with a lens of diversity, equity, and inclusion in everything we do. As a global company that drives culture, we strive to reflect the world's diverse voices. Endeavor is an equal opportunities employer and encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, or religion or belief.