Contract Summary

Supporting the Office Manager & Head of HR with office responsibilities, including managing the London office reception and supporting the CEO and other senior managers with diary management, expenses, and travel.

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Key Accountabilities

Office responsibilities

• Whilst managing reception for Frieze and our tenants, answer calls and direct enquiries, greet visitors, manage incoming and outgoing mail, couriers & shipments
• Manage the room booking system ensuring that key meetings are prioritised
• Work with staff to ensure a tidy office environment is maintained with particular attention to meeting rooms, the printing room, and other communal areas
• Ensure all H&S responsibilities are met including ensuring sufficient people are trained as Fire and First Aid wardens and that the office is compliant with legislation and Endeavor guidance 
• Liaise with the IT team to ensure the starters and leavers processes run smoothly and that office issues are dealt with promptly. Ensure distribution lists are updated weekly
• Process the office expenses and invoices
• Specific projects during the fair weeks in London, New York, Los Angeles & Seoul
• Ad hoc projects with the Head of HR and Office Manager including encouraging staff engagement and drafting staff communications

Working with the CEO

• Diary management for the CEO that includes liaison with senior internal colleagues and external contacts in multiple geographies
• Administrative support for the CEO and the senior team, including meeting coordination, drafting notes and processing invoices and expenses
• Travel and hotel bookings managing complex itineraries
• Organise staff meetings and other events on behalf of the CEO, e.g.  new starter meetings and fortnightly all-staff meetings

Required Qualifications

Mandatory 

• Strong organisational skills with ability to multi-task
• Good attention to detail
• Ability to work independently and show initiative
• Willingness to “muck in”
• Confident in dealing with people at every level
• Pragmatic and solution focused

Desirable

• Interest in the arts

Working Conditions

• This is a permanent position.
• Please note, remote working set up until lockdown restrictions have been lifted. Thereafter, the role would be based at 1 Surrey Street.
• Working hours are 10am – 6pm
• Occasional travel and weekend work may be required