Fair Assistant, The Armory Show & EXPO CHICAGO (Temporary)

Frieze; Chicago (IL); Hybride; USD 41 000 - 50 000; Plein temps

Résumé du poste

Frieze, The Armory Show & EXPO CHICAGO are seeking a Fair Assistant (Temporary) to provide administrative and operational support to the Fair Directors, programming teams, and offices across Chicago, New York, and London. The one-year assignment involves coordinating schedules, travel, and financial administration while collaborating with teams in multiple offices.

You will support programming administration, onsite operations, and general office tasks, reporting to the US Fair Manager.

Qualifications

• Excellent verbal and written communication skills.
• Strong attention to detail and organization skills.
• Previous experience in an administration or EA role would be beneficial.
• Ability to finish tasks from start to finish.
• Self-motivated and able to take initiative.
• Establishes good relationships at all levels.
• Adapts well to changing circumstances.

Responsabilités

• Manage the Fair Directors’ calendars, proactively coordinating internal and external meetings.
• Arrange travel and accommodation for the Fair Directors and support related travel logistics as needed.
• Track and organize Fair Directors expenses, assist with invoice processing, and support other fair-related financial administration.
• Prepare presentations, draft correspondence and documents, and assist with committee meeting preparation.
• Organize and maintain task lists, meeting materials, and administrative documentation.
• Provide general administrative support to the Fair Directors and wider teams as required.
• Provide general administrative support for programming themes and related meetings, and coordinate scheduling for speakers.

Connaissances

Verbal communication

Written communication

Attention to detail

Organizational skills

EA experience

Task management

Initiative

Relationship building

Adaptability

Description du poste

Fair Assistant, The Armory Show & EXPO CHICAGO (Temporary)

Fair Assistant, The Armory Show & EXPO CHICAGO

Location: Chicago, IL (Hybrid)

About the Role

The Fair Assistant will provide administrative and operational support to the Fair Directors, programming teams, and offices of The Armory Show and EXPO CHICAGO. This is a one-year temporary position working across both fairs and collaborating with teams in the New York, Chicago, and London offices.

Working closely with the Fair Directors and US Fair Manager, the Fair Assistant will coordinate schedules and travel, support financial administration, and manage general administrative tasks. The role will also provide programming administration and onsite support to the Fair Coordinator, helping ensure the effective planning and delivery of both fairs.

The Fair Assistant will report to the US Fair Manager and work closely with the Fair Directors and relevant teams across the organization.

Key Responsibilities

Administrative and Project Support

• Manage the Fair Directors’ calendars, proactively coordinating internal and external meetings.
• Arrange travel and accommodation for the Fair Directors and support related travel logistics as needed.
• Track and organize Fair Directors expenses, assist with invoice processing, and support other fair-related financial administration.
• Prepare presentations, draft correspondence and documents, and assist with committee meeting preparation.
• Organize and maintain task lists, meeting materials, and administrative documentation.
• Provide general administrative support to the Fair Directors and wider teams as required.

Programming Support

• Provide general administrative support for the Fair Directors, Program Manager, and Fair Coordinator for the execution of programming themes and the overall vision for the talk programs, curatorial initiatives, and prizes (Curatorial Leadership Summit, Armory Live, Curatorial forum, Dialogues, Director’s Summit, and prizes across each fair).
• Coordinate scheduling and logistics for speakers participating in all talk programs.
• Coordinate the payment process for panelists including vendor set up and invoicing.
• Provide administrative and logistical support for programming-related meetings, communications, and deliverables.

Onsite Support

• Support the planning and execution of setup and breakdown, including coordinating logistics and completing onsite tasks.
• Work closely with the Fair Directors to manage their schedules during fair week, ensuring meetings and commitments run smoothly.
• Assist the Onsite Operations Manager with Show Office preparation, daily administration, and temporary staff coordination.
• Support stage manager for panel discussions and talks, overseeing speaker coordination, schedules, and program transitions.
• Provide general onsite support to ensure the smooth delivery of both fairs.

Required skills include:

• Excellent verbal and written communication skills
• Strong attention to detail and organization skills
• Previous experience in an administration or EA role would be beneficial
• Ability to finish tasks from start to finish
• Self-motivated and able to take initiative
• Establishes good relationships at all levels
• Adapts well to changing circumstances

This is a temporary position that we're looking to hire immediately and will work with us until October 2027.Salary: $45,000 / 40 hours per week.

Successful applicants will be invited to interview with the hiring managers. Candidates must hold the valid work permit in the US for this role.