Event Operations Executive

1 week ago

Blackfriars, United Kingdom GlobalData Full time
Events Operations Executive
Location:  City of London
Location type: Hybrid
Who we are…
GlobalData is a specialist information services business on a mission to help our clients decode the future, make better decisions and reach more customers. Using our unique data, expert analysis and innovative solutions we’re able to create trusted intelligence on the world’s largest industries for thousands of companies, government organisations and industry professionals in one fully integrated platform. 
We began our journey in 2016, by combining a diverse range of specialist information services companies, many with decades of trusted customer relationships and deep sector specialisms. Today, we believe in the power of collaboration and operate as a single company, with more than 3,500 colleagues worldwide, across 20+ industries, delivering value for over 5,000 customers globally. The combination of deep expertise within the industries we serve and an innovative mindset, are unique and fundamental to ongoing success of our business.
Why join GlobalData?
GlobalData is at a pivotal point in its growth journey. Following multiple acquisitions and having recently received transformational investment we need curious, ambitious, courageous people to support us in achieving our vision of becoming the world’s trusted source of strategic industry intelligence.
Our big ambitions mean that life at GlobalData is fast paced, entrepreneurial and rewarding. We recognise the collective power of our people and it’s the collaboration of our teams that have shaped our success and will continue to do so in the future. Our colleagues are led by a strong management team who offer training, development and coaching that allows both early and experienced talent to progress in their career.
The role…
Arena International, part of GlobalData, runs 50 + international market leading conferences every year across a variety of sectors. Our growing international portfolio spans across 3 key industries – pharmaceuticals, consumer goods, and financial services with events running globally across UK. US, Europe and Asia.
We are looking for an experienced, hand-on Operations Executive who thrives on detail and has a passion for delivering excellence. You must be confident in administration and coordination all processes and procedures associated with running multi -streamed, confex and conference event formats.
Our core event portfolio is in person, flexibility to travel is a must. (6-7 events/year)
Experience of hybrid, digital, awards and 121 meeting formats also highly beneficial.
This is a great opportunity for anyone who enjoys problem solving, delivering great customer experiences, working in fast paced environments and loves to travel.
Key responsibilities:
- Plan and attending and running events – ensuring smooth delivery on site
- Venue liaison and coordination
- Event supervision onsite; set up, registration, F&B, AV, Dismantle
- Attendee/client queries/liaison ( sponsors, delegates, VIPs, speakers, staff)
- Process event bookings
- Filling/Reporting
- Managing event checklists
- Co-ordinate branding, signage and catalogue information
- Create briefing documents/invitations and follow up with attendees
- Guest list management
- Maintain and update database as delegates are confirmed
- Sourcing flights, hotels accommodation and all related matters (Visa, Transfers and Exhibitor Fees)
- Compile event catalogue/delegate packs for all attendees in-line with deadline requirements
- Proof reading
- Maintain full, accurate and up to date documentation, filing and procedures
- Sourcing of AV and any external suppliers
- Control and monitor spending costs within the allocation budget; finalising event costs with reviewing supplier invoices and preparing event hotel commissions
Role requirements:
- Minimum of 1-2 years’ experience in B2B commercial events, preferably conference, confex, award, 121 meetings formats. In person/Digital
- Experience working with budgets - GCSE Grade C maths minimum (or equivalent) maintaining and responding to the events P&L requirements to keep the event on track financially.
- Excellent time management and organizational skills with experience of reporting on activity
- High level of IT competency, including word and excel
- Excellent interpersonal skills - ability to deal with a wide range of people at all levels
- Meticulous attention to detail
- Process driven, resilient and resourceful to deliver successful events depending on specific requirements including design, catering, AV and event technology, signage onsite, liaison with guests etc.
- Ability to prioritise, plan and organize workload often with conflicting time constraints
- Flexible team player, with ability to work under pressure
- Ability to use initiative and work self-directed
- Have a can-do solution-oriented attitude
- Negotiation skills
GlobalData believes strongly in the value of diversity and creating supportive, inclusive environments where our colleagues can succeed. As such, we are proud to be an Equal Opportunity Employer. GlobalData is determined to ensure that no applicant or employee receives less favourable treatment on the grounds of gender, age, disability, religion, belief, sexual orientation, marital status, race, or is disadvantaged by conditions or requirements which cannot be shown to be justifiable.
To find out more and to apply to our roles please visit (url removed).
#LI-HYBRID #LI-UD1

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