VIP Operations Coordinator, Frieze

Who We Are

Frieze is a leading global contemporary art organisation, recognised for its art fairs, publications and digital presence. Founded in 1991 with the launch of frieze magazine, the brand has grown to encompass seven of the most significant art fairs worldwide in cities including Chicago, London, Los Angeles, New York and Seoul. These events attract leading artists, galleries and collectors, fostering innovative dialogues and practices within the art community.

Frieze magazine continues to set the benchmark for insightful art criticism and commentary, while  serves as a vital online resource. Committed to expanding the reach and understanding of contemporary art, Frieze also hosts year‑round curated programmes and associated initiatives, such as No.9 Cork Street, Frieze House Seoul and Frieze Connects, that enrich the cultural landscape. With a dedicated team passionate about the arts, Frieze remains at the forefront of artistic exploration and cultural discourse, connecting diverse audiences with groundbreaking artists and their work.

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Permanent, London Surrey Street
Mon‑Fri, 10am‑6pm

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‑faceted 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.

• VIP Partnerships & Hotel Partner Support
• 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, Max Bulk, 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 &…