We have an exciting opportunity in the Central Operations team for an Operations Executive to join an International Events business.
The role will focus on the operational delivery of conferences, digital seminars and Invite-only Summits. These events gather senior decision makers, who participate in a number of high level presentations / round tables, join in exclusive networking functions and engage in pre-scheduled 1-2-1 business meetings with relevant solution providers. The role will work across events in a variety of sectors, such as Energy, Transport, Internet Retailing, Life Sciences and Tech.
Key Responsibilities:
- Manage the operational delivery of a number of small to medium sized events in the UK and worldwide from conception to completion
- Work across multiple events at one time, managing timelines and meeting relevant deadlines for each project.
- Manage event operations budgets, future planning & forecasting in line with budget expectations and reporting to the Event Director
- Supplier sourcing, contract negotiation and management of relationships with venues and all suppliers
- Knowledge and understanding of venue contract and terms and conditions terminology
- Liaise with the event team including production, marketing, sales, and finance to ensure maximum awareness of all event elements
- Able to think of innovative ideas that make their events stand out
- Collaborate with the delegate sales team to develop and improve their matchmaking app and support sponsors with using this to enhance their onsite networking experience.
- Production and timely communication of correct and detailed information for sponsors and attendees, including producing a manual/zone
- Ensure delivery and fulfilment of all sponsorship packages as sold by the portfolios: stands, branding, branded items, etc
- Design and manage venue layouts
- Manage the whole design process for the event signage and showguide
- Methodical filing and record keeping
- Responding quickly and calmly to requests from delegates, speakers and sponsors pre-event and onsite. The ability to remain calm in high pressure environments is important.
- Consideration and management of health and safety issues and decisions; compiling a full and comprehensive health and safety file for the events including risk assessments
- Work alongside the event teams to deliver virtual events, supporting with platform set up, speaker liaison, design features and live stream coordination
- Accurate and timely communication of cash flow for all operations costs, ensuring internal payment processes are followed and payments are made on time
- Post show evaluation and development
- Available to travel worldwide
- Attend training courses as directed by Line Manager
- Collaborate with other operations teams across the business and take part in working groups
- Build strong relationships with our customers and deliver great customer service when dealing with exhibitors and delegates.
Knowledge, Skills, Attitude and Behavior:
- Proven experience in the international conference industry
- Prior experience in running digital events is beneficial
- Organised and methodical
- Experience of working on multiple projects at one time
- Proven experience of creating and managing small event operations budgets and delivering on target.
- Familiar with the e-Guide & g-Guide and experience of managing onsite Health & Safety
- Health & Safety Course qualification - preferably IOSH Managing Safely.
- Excellent communication skills
- Keen to embrace and learn to use new technology and IT systems
- Able to deal with a broad range of people at every level
- Self-motivated, pro-active and able to take responsibility
- Able to work within a team
- An astute negotiator
- A customer-first mind-set
- Problem solver
- Attention to detail
- Prepared to work long hours and weekends
- Ability to meet deadlines and resolve problems under pressure
- Effective time management
Benefits:
- 25 days' holiday annually + your birthday off
- Wellbeing perks such as free gym membership, cycle to work scheme, volunteer days and Employee Assistance Programme inc. 3 free counselling sessions
- Private healthcare
- Competitive pension scheme
- Training & Professional Development Opportunities
- Company off sites and Team socials.
Handle actively welcomes applicants from under-represented backgrounds - we pride ourselves on attracting the best talent for every opportunity through a commitment to equality, diversity and inclusion.
