28 Feb 2024

Full time Production Administrative Assistant – Endeavor

Endeavor – Posted by All Jobs Centre UK Staff –  London

Job Description

Full job description

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.
Frieze is a media and events company that comprises three publications, frieze magazine, Frieze Masters Magazine and Frieze Week; and five international art fairs, Frieze London, Frieze LA, Frieze New York, Frieze Seoul (launching September 2022) and Frieze Masters; regular talks and summits, led by frieze editors; and frieze.com – the definitive resource for contemporary art and culture.
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
  • Develop and suggest new systems of work for the Department
  • Develop and maintain an archive of events for easy review and analysis
  • Database coding for invitations/VIP as needed
Please Note e.g. shift(s)/ unsocial hours/ travel etc
  • Fair travel Los Angeles (2025) will be required of approximately 2 weeks. Other international travel subject to change in future based on show requirement
  • On site hours vary but are longer days than office hours – weekend working will also be required during Fair times, for which you will receive days in lieu of weekends worked
Knowledge and Experience
  • Administrative experience of at least a year
  • Experience of working in a team
  • Proven attention to detail
  • Working to strict deadlines
Desirable
  • Some experience working on large publicly attended events in a similar role
  • Stakeholder liaison (internal and external)
  • Background knowledge of the arts and gallery systems
  • Knowledge of production (outside of the art world)
  • Experience in working with a number of contractors
  • Exposure to UK and/or US Health & Safety regulations
Skills & Abilities
  • Reasonable level of proficiency in Excel
  • Mathematically literate
  • Confidentiality as required
  • Excellent communication skills
  • Highly organised
  • Proficient in MS Office suite
Our Diversity & Inclusion Statement
Frieze unites people in our love of the arts. We understand this can only be accomplished when we harness the entirety of our company and lead with a lens of diversity, equity, and inclusion in everything we do. As a global company that drives culture, we are committed to practicing anti-discrimination including race, gender identity, sexual orientation, and disability, together with artists, writers, and cultural practitioners from all backgrounds. There is still much work to be done to address systemic inequality and discrimination within the arts and culture industry, and we are dedicated to making progress to both within our own organization and the art world at large.

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.

Location : London

HOW TO APPLY

Click Here to Submit your CV and Application on Company Website

Job Categories: Admin Jobs. Job Types: Full time. Job Tags: Endeavor careers, Endeavor jobs, Endeavor vacancies, Jobs at Endeavor, Jobs in London, and Production Administrative Assistant - Endeavor.

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