Executive Assistant (Frieze)

About MARI Group
MARI is a global events and experiences company powering world-defining live experiences. Our portfolio of premium live properties spans sports, art, and entertainment — including the Madrid and Miami Open tennis tournaments, Frieze (a leading voice in contemporary art), and Barrett-Jackson (the premium U.S. collector car auction company). MARI also includes TodayTix Group, the global e-commerce leader for cultural experiences, connecting millions of customers with the best in live entertainment. 

MARI is reshaping the live events landscape — building a growing portfolio of category-defining events and brands that set the standard for what's next, across sports, entertainment, art, and lifestyle. 

At MARI, you'll work alongside people who are passionate, curious, and driven — people who believe that live experiences have the power to shape culture, and who care about the work, the mission, and each other. We welcome outstanding applicants of all backgrounds and encourage everyone to apply.

About the Role
Frieze is the leading global organization for art and culture, producing internationally acclaimed fairs in London, New York, Los Angeles, Seoul and Abu Dhabi, alongside Frieze Masters, The Armory Show and EXPO Chicago, as well as a year-round program of editorial, events and partnerships.

We are seeking a highly organized and proactive Executive Assistant to support the Fair Director at Frieze. This is a mid-level operational role at the heart of Frieze's US fair program, supporting the delivery of the Frieze US fairs, The Armory Show and EXPO CHICAGO. You'll sit within the Frieze US fairs team in New York, working closely with the Fair Director, Fair Manager and leads across the Exhibitor, Programming, Events and Frieze Connect teams, and your work will have a direct impact on the smooth planning and delivery of each fair.

As the primary owner of the Fair Director's calendar, correspondence and travel, you'll be responsible for keeping the Director prepared and on schedule, coordinating meetings with internal teams and external stakeholders, and helping keep the overall fair timeline on track. This is a hands-on, cross-functional position for someone who thrives on precision, organization and working with a diverse range of people. If you're energized by live events and culture — and you know your way around the contemporary art world — this role was built for you.

This is a full role and qualified candidates must be based in the greater New York City area. You'll be part of a hybrid team that values both connection and flexibility, working from our New York office three days a week, with occasional travel for fairs. We'll cover the details of our hybrid schedule during the interview process.

The salary range for this role is $28 - $31 per hour. Salary is determined by market data, experience, location, and internal banding. Ranges will be discussed transparently during the interview process.

What Success Looks Like:

• The Fair Director's calendar, correspondence and travel run seamlessly → meetings are scheduled and confirmed, with agendas, briefing materials and follow-ups circulated promptly.
• The overall fair timeline is kept up to date in partnership with the Fair Manager and all departments → key milestones are tracked and met for each US fair.
• Annual US fair Committee meetings and Director travel are delivered smoothly → travel, meeting rooms, catering and itineraries are confirmed well in advance.
• On-site fair responsibilities are handled accurately → VIP passes, the Stand Prize, temp staff and guest management run without issue during each fair.
• The New York office runs efficiently → invoices are processed on time, checks deposited, IT and storage needs addressed, and strong links maintained with other Frieze offices.

What You'll Own:

• Calendar management: Manage the Fair Director's calendar, regularly scheduling internal and external meetings, conference calls and travel.
• Meeting support: Set agendas, take notes, circulate relevant documents and follow up on action points; ensure the Fair Director is properly prepared for upcoming meetings and travel, with adequate time to research and familiarize themselves with the task at hand.
• Correspondence and tracking: Keep a running list of emails, calls, pending follow-ups and meetings, and oversee and track all forms of correspondence.
• Internal and external coordination: Coordinate regular catch-ups between the Fair Director and key departments, collecting pertinent information for meetings; coordinate meetings with relevant external stakeholders, researching and preparing documents and presentations.
• Presentations: Collaborate on presentations and invites in InDesign, PowerPoint and Keynote to share internally and externally.
• Fair timeline: Assist in building the overall fair timeline with the Fair Manager and all departments; keep it up to date, track upcoming milestones and ensure they are all met.
• Fair delivery: Support the Fair Director in carrying out the tasks needed to produce the Frieze US fairs, The Armory Show and EXPO CHICAGO.
• Travel: Plan and manage all travel, including flights, ground transportation and hotel accommodations; create detailed itineraries covering restaurant reservations, gallery meetings and site visits, and confirm all meetings and reservations.
• Committee meetings: Support the organization of the annual US fair Committee meetings, including booking travel for committee members, arranging meeting rooms and securing catering.
• Site visits: Join site visits, photographing and documenting each site and presenting the photographs taken.
• Invoices: Manage and process invoices.
• Fair responsibilities, including:
  • Liaising with the Exhibitor team to organize the Stand Prize
  • Collaborating with the Fair Director and Fair Manager on all fair-related tasks
  • Assisting the Program Manager to create presentations for prizes and projects across all US fairs
  • Coding passes for VIPs and their guests during the fair
  • Assisting with the allocation and management of temp staff as required
  • Liaising with the Events and Frieze Connect teams on supplies, RSVP management, check-in and greeting guests
  • Sending thank-you notes and gifts
• Office administration, including:
  • Acting as a conduit with other Frieze offices
  • Setting up video conferencing and managing meetings in the conference room
  • Handling IT-related needs with the IT Manager
  • Collecting checks and depositing them at the bank
  • Managing offsite office storage

What You Bring:

• Client-facing experience, ideally gained in a dynamic, fast-paced environment where precision and organization are essential
• The ability to work autonomously — you are proactive and self-motivated
• A strategic planner and forward thinker
• The ability to work well under pressure, multitask, manage your time and meet deadlines while working effectively with multiple teams
• Adaptability to constantly changing projects and environments, and evolving targets and objectives
• Comfort interacting with a diverse range of stakeholders with a professional, friendly and calm demeanor
• The ability to work and communicate effectively with artists, curators, and museum and gallery professionals
• Strong attention to detail
• Knowledge of the contemporary art world; a passion for live events and culture is a plus
• Proficiency in InDesign, PowerPoint and Keynote
• Ability to travel occasionally for fairs

Benefits 
Here are some of the Benefits and Perks offered at MARI Group:

• Hybrid work environment (blend of in-office and at-home days)
• Healthcare, vision, and dental plans with contributions from the company
• Life and disability insurance
• Paid Parental Leave
• 401(k) Matching
• Flexible Paid Time Off 
• Enhanced gyms, wellness and financial wellbeing apps access via Wellhub
• Employee Assistance Program
• Pre-Tax FSA, Dependent Care FSA, and Commuter Benefits
• Perks and discounts via MARI’s employment partner, Trinet

MARI is proud to be an equal opportunity employer, committed to fostering a workplace that celebrates diversity and inclusion. We welcome candidates of all backgrounds and do not discriminate based on race, religion, color, national origin, gender, sexual orientation, gender identity or expression, age, marital or veteran status, pregnancy, disability, or any other characteristic protected by law. Reasonable accommodations are available for applicants and employees based on religious practices, mental health, or physical needs.