VIP Operations Coordinator

Frieze is seeking a highly organised, proactive and detail‑oriented VIP Operations Coordinator to support the VIP Operations Team across all operational priorities for all fairs globally. This role combines VIP‑facing customer service, systems and process management, VIP partners coordination, and administrative support, ensuring smooth communication and alignment across regional VIP teams, consultants and internal stakeholders.

The VIP Operations Coordinator will play a central role in maintaining operational systems, coordinating timelines and information sharing, and supporting both strategic initiatives and day‑to‑day VIP delivery.

Key Responsibilities

• Support research and outreach to potential global hotel partners.
• Assist with the management of hotel partnership deliverables across all fairs.
• Coordinate partner benefit delivery, including collecting partner assets, maintaining website partner pages, and updating VIP materials (e.g. Hotel Partner PDFs, City Guides, VIP Overviews).
• Manage complimentary hotel room allocations and coordinate bookings for key stakeholders and internal teams.
• Track partnership deliverables and produce post‑project evaluation reports against agreed KPIs.

Systems, Notion & Process Management

• Own and maintain the VIP Operations Notion teamspace as the central source of truth.
• Build and maintain operational documentation, guides and procedures (including Sugar CRM, portal, MaxBulk, Mailchimp and other VIP systems).
• Support onboarding and training of team members in systems and processes.
• Maintain timelines, trackers and documentation to support cross‑regional coordination and deadline management.
• Support internal project management systems, including tracking planned reviews and entering outcomes where required.
• Oversee management of the VIP Dashboard along with other VIP access platforms, making sure that associated content is updated.

VIP Consultant & Regional Coordination

• Act as a key point of contact for VIP Consultants alongside the VIP Operations Manager.
• Support consultant onboarding, vendor setup, and distribution of key information and materials.
• Track consultant travel and coordinate hotel bookings.
• Support consultant nomination review processes, including requesting lists and chasing missing information.
• Draft and distribute key internal communications for VIP teams and consultants.

Fair Operations & VIP Desk Support

• Support VIP Operations across all fairs in the lead‑up and on‑site.
• Provide high‑quality customer service via shared VIP inboxes and communication channels.
• Update VIP data in Sugar CRM, keeping abreast of art‑related news and information.
• Support VIP desk operations, including training temporary staff and contributing to training materials, manuals and procedures during the fair periods.
• Act as a client‑facing representative at VIP desks, responding to VIP enquiries professionally and confidently.
• Support fair time programming and events, when required.

Administrative & Departmental Coordination

• Oversee all VIP inboxes and coordinate responses and follow‑ups with the VIP Inbox temps and permanent team.
• Responsibility for the VIP Ops timeline and shared calendars, ensuring they are up to date.
• Support internal timelines and deadline reminders, including list and portal reviews.
• Coordinate meetings, schedule calendars, take minutes, and track actions and follow‑ups for VIP Team meetings.
• Support invoice processing, vendor management and financial administration tasks.
• Assist with departmental coordination across regions and teams.

Skills & Experience

• Proven experience supporting operations, projects or events in a fast‑paced environment.
• Strong organisational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and professionalism with discretion and confidentiality.
• Ability to manage multiple priorities and work collaboratively across teams and with external partners.
• Experience using project management or documentation tools (e.g. Notion or similar).
• Experience using Adobe InDesign or similar design tools for document creation.
• Experience using CRM systems (Sugar CRM or similar).
• Experience supporting art fairs or live events.
• Experience with digital platforms such as Mailchimp, portals, or content management systems.

Additional Information

• The role requires availability during all fairs, including shift work and unsocial hours.
• Some international travel may be required in line with fair schedules.
• Responsibilities may expand over time in line with team needs and organisational growth.

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