Operations Executive
Informa Markets
Reports to:
Operations Manager
The Role
The Operations Executive is responsible for providing support to the Event Operations team in the planning and execution of allocated events. This includes administration and coordination with exhibitors, suppliers, contractors as well as internal teams. A high level of organization and detail orientation is needed in preparing documentation, inputting and tracking data as well as coordinating purchase orders. The Operations Executive will support the delivery of exhibitions on site.
Job Summary/Responsibilities
Operational duties
- Ensure all preferred suppliers, venues and Show teams are kept fully up to date with show information, e.g. floorplans and exhibitor lists to an agreed frequency schedule;
- Organise, produce and maintain content for exhibitor manuals, collate relevant order forms, or web links from suppliers and venues.
- Communicating timely ‘deadline form reminders’ to exhibitors and working closely with Customer Service team in creating the Exhibitor newsletter content.
- Schedule collection and delivery of all freight and equipment to / from the office to the various venues for shows
- Coordinate all pre-show requirements and ordering of equipment and services as well as onsite safety for the show teams & official contractors
- Under the guidance of senior team members produce onsite documentation including staff briefings, exhibitor lists, floor plans, welcome packs, staff handbooks Inc. safety information etc.
- Implementation of operational sponsorship deliverables
- Create and issue purchase order’s upon request and update budget & invoice trackers accordingly
- Participate at events onsite where requested, performing duties as instructed by senior team members such as setting up show team office(s).
- Assist with post-event reporting and analysis through collation and recording of requested data.
- Assist various teams such as Customer Service, or clients directly, with answering of operational exhibitor queries where applicable
Administration and coordination
- Attend any required meetings, minute & action taking for distribution
- Arrange travel and accommodation bookings when requested, in line with set Operations budget.
- Manage expenses and invoice payments where applicable
- Create and maintain show specific project plans in the agreed format for review & sign off by individual Operations Managers on an event by event basis • Arrange internal Operations Team events and training at the request of Senior Management
- Ensure all allocated operational tasks are carried out on a timely basis according to individual project plans and within deadlines.
- Ensuring you are working within the company’s H&S, Security & Sustainability guidelines at all times
- Assisting with the implementation of internal and external Service Level Agreements.
- Perform any other duties commensurate with the grade and level of responsibility when requested by senior members of the Operations team
Qualities needed for the role
Essential
- Able to demonstrate a proactive approach and take initiative, anticipating needs
- Strong time management and organisational skills; can work to tight deadlines, able to prioritise and manage several different tasks at the same time
- Excellent interpersonal, oral and written skills in English with additional languages highly beneficial
- IT confident and able to work with various systems; including, but not limited to, excellent Outlook, Word, Excel, PowerPoint skills
- Ability and willingness to travel to events as required
Desirable
- 6-12 months experience in an administrative role
- Experience and/or understanding of the events industry
- Ability and willingness to work additional hours if required to deliver an event
Behavioural competencies
- Professional customer focused attitude; ability to stay calm and patient under pressure
- Forward thinking, flexible and able to trouble shoot
- Positive attitude, Confident team player with a creative and innovative approach
- Strong attention to detail
We know that sometimes the 'perfect candidate' doesn't exist, and that people can be put off applying for a job if they don't fit all the requirements. If you're excited about working for us and have most of the skills or experience we're looking for, please go ahead and apply. You could be just what we need!
We believe strongly in the value of diversity and creating supportive, inclusive environments where our colleagues can succeed. As such, Informa is proud to be an Equal Opportunity Employer.
We do not discriminate on the basis of race, colour, ancestry, national origin, religion, or religious creed, mental or physical disability, medical condition, genetic information, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity, gender expression, age, marital status, military or veteran status, citizenship, or other protected characteristics under federal, state or local law.
