Operations Associate at Presidents Summit

About us

Presidents Summit (part of United Media, https://www.united-media.com/) is Northern Europe’s leading business conference, connecting 3,000+ leaders, entrepreneurs, investors, and policymakers from 50+ countries providing a global business community for today’s and tomorrow's leaders. For more than a decade, Presidents Summit has welcomed world-leading experts such as Bill Clinton, Steve Wozniak, Sir Richard Branson, and Gary Vaynerchuk among 130+ others to provide our business community with the newest actionable insights and inspiration from the world's greatest speakers.

The objective of the role

1. Manage the operations team in organising international conferences.
2. Facilitate seamless collaboration with all departments involved.
3. Budgeting tasks and identifying cost-optimization strategies.

General Resposibilities

1. Supplier Research and Management
   • Source, compare, and find the best suppliers for various event needs.
   • Conduct thorough research to identify potential suppliers for add-ons, branding materials, and other event requirements.
   • Negotiate contracts and terms with suppliers to ensure cost-effectiveness and high-quality services.
   • Maintain positive relationships with suppliers, addressing any issues or concerns.
   • Budget review and management to ensure all changes are raised ahead of time.  
2. Event Planning
   
   • Planning sponsored VIP events, lunches, dinners, and after-hours activities.
   • Coordinating with venue staff to ensure all logistical details are in place.
   • Provide on-site support during events, ensuring everything runs smoothly.
3. Internal Team Support:
   • Keep track and condense internal team queries.
     Maintain inventory tracking and regularly update event inventory sheets.
     Monitor Notion updates and ensure accurate reflection on the sponsor portal.
4. Others:
   • Quality check of design aspects such as banners, signage, brochure and other promotional materials

Qualifications and experience

• Bachelor's degree in Business Administration, Event Management, Marketing or a related field.
• Experience/knowledge in event planning, client management, or supplier research.
• Strong organisational, multitasking abilities and detail-focused. 
• Excellent communication interpersonal and negotiation skills.
• Ability to work independently and collaboratively within a team.
• Experience with graphic design software such as photoshop, indesign, illustrator is a plus.

Startdate

Flexible

Monday - Friday we work from our office and do not offer remote work.