VIP Relations Manager | Maternity Cover (5-month fixed-term contract)

Art Basel; Hong Kong; On-site; HKD 420,000 - 720,000; Full time

Job summary

Art Basel Hong Kong 2027 is seeking a VIP Relations Manager to drive backend operations, CRM integrity, and onsite guest management. You will support the VIP Relations team through data-driven insights, cross‑department coordination, and seamless event execution across core shows and partner programs.

The role entails routine admin, assistant VIP program support, and strict data governance to ensure exceptional client experiences and secure stakeholder information handling.

Qualifications

• 3+ years in administrative support, project coordination, or VIP operations.
• Hands-on CRM proficiency with data hygiene and navigation.
• Strong written and verbal communication for cross-department alignment.
• Discretion handling confidential stakeholder information.

Responsibilities

• Routine Admin & Inbox Support: monitor inboxes, draft routine emails, take notes, and update the team day-to-day.
• VIP Rep Operational Support: assist with content decks, attendance tracking, and VIP network insights.
• Data Operations: CRM maintenance, data quality, and reporting for engagement metrics.
• Client Relations & Event Coordination: RSVP tracking, guest lists, and run-of-show logistics.
• Onsite Operations & Access Control: support VIP desk, tours, and reception logistics.

Skills

CRM experience

Microsoft Office

Communication

Project coordination

VIP operations

Tools

Salesforce

Excel

PowerPoint

Job description

Art Basel stages the world's premier art shows for modern and contemporary works, connecting leading galleries, collectors, curators, and art enthusiasts. As a global leader in the art world, Art Basel fosters the intersection of culture, creativity, and commerce, shaping conversations and experiences that drive the future of the arts.

Role overview:

The VIP Relations Manager will play a key role in driving backend operations, CRM data integrity, event logistics coordination, and onsite guest management for the VIP Relations team leading up to and during Art Basel Hong Kong 2027. Reporting to the Interim Team Lead, this role provides core operational support across client touchpoints, institutional initiatives, partner programs, and cross‑departmental show logistics.

Your Responsibilities:

• Routine Admin & Inbox Support: Monitor shared inboxes, handle incoming inquiries, draft routine emails, take meeting notes, and manage day‑to‑day administrative updates for the team.
• VIP Rep Operational Support: Assist with content deck assembly, reception attendance tracking, and insight gathering across VIP Representative networks.
• Administrative Support & Record-Keeping: Assist with documentation, maintain accurate tracking logs, and support reporting and data sharing across team initiatives.

Client Relations & Event Coordination

• Intelligence & Profile Research: Conduct research and profile vetting for incoming VIP and partner inquiries.
• Guest List Coordination: Manage RSVP tracking, guest list designations, and capacity management across core events and partner programs.
• Special Projects & Guest Services: Execute logistical coordination for specialized VIP programs and Private Encounters, partnering with internal leads and external hosts on event prep, run‑of‑show logistics, and guest lists.
• Event Logistics & Execution: Assist with overseeing event logistics, run‑of‑show details, and attendee communications.

Data Operations

• CRM Data Management: Oversee daily CRM maintenance, data processing projects, data hygiene, and guest profile enrichment to ensure seamless client tracking.
• Reporting & Analytics Tracking: Track and consolidate engagement metrics, event RSVPs, and show attendance, and produce operational reports.
• Onsite Operations & Access Control: Support onsite VIP desk logistics, access control protocols, group tours, and reception logistics.

Your Profile:

• 3+ years of experience in administrative support, project coordination, or VIP operational roles.
• CRM & Data Proficiency: Hands‑on experience with CRM databases (e.g., Salesforce), data hygiene, and database navigation.
• Computer Literacy: Highly proficient in Microsoft Office Suite (Excel, Word, PowerPoint).
• Communication & Coordination: Strong written and verbal communication skills for cross‑departmental alignment.
• Task & Inbox Management: Proven ability to manage high‑volume inboxes, prioritize multiple workflows, and perform under tight deadlines in a fast‑paced environment.
• Discretion & Judgment: Strong sense of discretion and experience handling confidential stakeholder information.
• Language Skills: Fluent in spoken and written English, Mandarin, and Cantonese (additional languages preferred).
• Prior experience in the contemporary art market, international art fairs, luxury hospitality, or VIP event operations is a plus.
• Familiarity with gallery liaison, institutional relations, or high‑touch client care is a plus.