Executive Assistant (Frieze)

MARI•,

5d•$28 - $31•Hybrid

About The Position

MARI Group is a global events and experiences company whose portfolio includes sports, art, entertainment and cultural experiences. Frieze is a global art and culture organization producing fairs in London, New York, Los Angeles, Seoul and Abu Dhabi, alongside Frieze Masters, The Armory Show and EXPO Chicago, and year-round editorial, events and partnerships. The Executive Assistant supports the Fair Director and the delivery of Frieze’s US fairs, The Armory Show and EXPO CHICAGO. Based in the greater New York City area, the role sits within the Frieze US fairs team and works closely with the Fair Director, Fair Manager and leads across Exhibitor, Programming, Events and Frieze Connect. The position owns the Director’s calendar, correspondence and travel, while helping coordinate stakeholders and keep fair planning and delivery on track. The role includes meeting preparation and follow-up, travel and committee-meeting planning, maintaining the overall fair timeline, supporting on-site fair operations, processing invoices and providing New York office administration. It is a hybrid role requiring work from the New York office three days per week, with occasional travel for fairs. The stated pay range is $28–$31 per hour.

Requirements

Client-facing experience, ideally in a dynamic, fast-paced environment where precision and organization are essential.
Ability to work autonomously and demonstrate proactivity and self-motivation.
Strategic planning and forward-thinking ability.
Ability to work under pressure, multitask, manage time and meet deadlines while working effectively with multiple teams.
Adaptability to changing projects, environments, targets and objectives.
Professional, friendly and calm communication with a diverse range of stakeholders.
Ability to work and communicate effectively with artists, curators, and museum and gallery professionals.
Strong attention to detail.
Proficiency in InDesign, PowerPoint and Keynote.
Ability to travel occasionally for fairs.
Must be based in the greater New York City area.

Nice To Haves

Knowledge of the contemporary art world.
Passion for live events and culture.

Responsibilities

Manage the Fair Director’s calendar, scheduling internal and external meetings, conference calls and travel.
Prepare meeting agendas, take notes, circulate documents and follow up on action points; ensure the Fair Director is prepared for meetings and travel.
Track emails, calls, pending follow-ups, meetings and other correspondence.
Coordinate regular meetings with internal departments and external stakeholders; gather relevant information and prepare research, documents and presentations.
Collaborate on presentations and invitations using InDesign, PowerPoint and Keynote.
Build and maintain the overall fair timeline with the Fair Manager and departments, tracking milestones and supporting their completion.
Support production of the Frieze US fairs, The Armory Show and EXPO CHICAGO.
Plan and manage travel, including flights, ground transportation, hotels, detailed itineraries, restaurant reservations, gallery meetings and site visits; confirm meetings and reservations.
Organize annual US fair Committee meetings, including committee-member travel, meeting rooms and catering.
Join site visits, photograph and document each site, and present the photographs.
Manage and process invoices.
Liaise with the Exhibitor team to organize the Stand Prize.
Collaborate with the Fair Director and Fair Manager on fair-related tasks.
Assist the Program Manager with presentations for prizes and projects across US fairs.
Code passes for VIPs and their guests during fairs.
Assist with allocation and management of temporary staff as needed.
Coordinate with Events and Frieze Connect on supplies, RSVP management, check-in and guest greeting.
Send thank-you notes and gifts.
Act as a conduit with other Frieze offices.
Set up video conferencing and manage conference-room meetings.
Handle IT-related needs in coordination with the IT Manager.
Collect checks and deposit them at the bank.
Manage offsite office storage.