Operations Executive

JOB PURPOSE: To assist and support the Operations Team in organising our portfolio of conferences and exhibitions, and any new products or launches. This is a great opportunity for a self-motivated and ambitious individual looking to develop skills within the exhibitions industry and offers great progression.

KEY ACCOUNTABILITIES: Communication

• Ensure professional and first-class customer communications (exhibitor/sponsor/contractor) always.
• Pre-show and on-site exhibitor liaison and support via phone and email, answering incoming exhibitor enquiries in a timely and efficient manner
• Manage scheduled communication to go out at key stages of the event process regarding all logistical details, as relevant to the programme format and customer needs.
• Onsite management of the Organiser’s office, where required
• Speaker liaison on small events, pre-event and/ or onsite management. Including creating and sharing speaker briefing notes, collating biographies/ photos/ presentations, and working with content team to update conference programmes.

Admin/ Database Management

• Management of exhibitor and contractor databases
• To assist in the processing & confirmation of exhibitor information and to monitor exhibitor responses to ensure all necessary information is received on time.
• Assisting in the production of the exhibitor manual, including reviewing current content and researching information relevant for that specific event
• Updating and maintaining show floor plans

Project Management

• Plan and execute successfully the operational and logistical elements of small projects, or events, with the support of manager e.g. the Exhibitor Day.
• Obtaining multiple quotes and negotiating costs for services being managed, working on tender processes.
• Building knowledge of Health & Safety best practice both pre-event and onsite

Budgets

• Developing awareness of budgets
• Assist with processing invoices and raising PO’s for suppliers.
• Managing and updating sections of operational event budgets, with support of manager. Keeping costs firmly under control.

System Management

• Manage Salesforce and Operational processes – including creating and keeping up to date with event Ops CPAs
• Using project management tools such as Monday.com
• Successfully create, update and monitor stand and event inventory

Relationship Management

• Externally – Communicate proficiently with external/ international contractors, sponsors, exhibitors and venues. Building and maintaining excellent working relationships.
• Internally – Interacts effectively with fellow team members and other office departments.

Additional Tasks

• Assisting with travel and accommodation requirements (as required)
• Coordinating on site freight requirements
• General admin and adhoc projects

QUALIFICATIONS, EXPERIENCE, & SKILLS: Key requirements for the role

• Ideally would have 1-2 years’ experience in conferences and exhibitions.
• IOSH Certification desirable.
• Attention to detail when completing admin based tasks
• Communication – excellent written English and verbal communication skills
• Budget experience – inputting to event budgets and keeping within the budget set.
• Ability to work under pressure and to deadlines
• Flexibility – required as the post includes some travel and out of hours’ work relating to events.
• Knowledge of MS Office Suite, including: MS Word, PowerPoint, Outlook, and Excel
• Open to international travel in Asia, Africa, Europe and North America

Personal Attributes