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Operations Executive

3 months ago

Wimbledon, United Kingdom The Wellness Agency Full time

About the Business
Our client organises some of the UK’s most iconic trade events and produces market-leading exhibitions, magazines, awards and conferences for the spa, salon, clinic and barber sectors.
About the Team
You will be joining a small and collaborative operations team that produces and delivers events in the UK and Ireland. From the management of on-site contractors and the venues, through to security and the production of the exhibitor manual this is a demanding yet highly fulfilling role. We coordinate on-site requirements such as audio visual, catering, overall show decoration and signage, move-in and move-out schedules, and special events as required. We are fast-paced and dynamic. Changing priorities require agility, flexibility, and the ability to stay calm under pressure.
About the Role
The Events Executive will oversee pre-show planning and on-site management of operational aspects of assigned shows and report directly into the operations director and Managing Director. They will manage projects and be responsible for portions of show budgets. You will have experience in the organisation of exhibitions. Your most important attributes are attention to detail with proven administrative capability. In addition, the ability to think on one’s feet and build relationships both with internal stakeholders and external customers and suppliers is also key.
Responsibilites
* Managing, delivering and owning the event operations, including working with other operations team members, venues and suppliers - with the ability to delegate assignments and responsibilities to other operational staff.
* Ensuring all logistics for the event are presented to vendors and other internal teams (marketing, sales, conference, etc.)
* Regularly updating exhibitor databases and ensuring accurate and up-to-date information.
* Sending out emails and correspondence to exhibitors and clients, maintaining clear and effective communication channels.
* Liaising directly with clients and addressing their queries promptly and professionally – and not just be email, phone, face-to-face and zoom too.
* Once trained, guide exhibitors through the onboarding process of our bespoke ShowHub portal, including assisting exhibitors in uploading content and using the portal to their best advantage.
* Overseeing all operational deliverables and being a point of contact for the event team for operational tasks.
* Communicating the detailed delivery plan with clear accountability pre-event to ensure exceptional delivery onsite.
* Organising post event debriefs, to continuously improve the events.
* Managing total show operational budgets and providing accurate forecasts to the Operations Director, Managing Director and finance team.
* Maintaining successful working relationships with show teams, vendors, venues, etc.
Requirements
* A prior experience in a relevant exhibition operations execution role.
* Demonstrate a successful record of delivering operational success in the B2B or B2C space.
* Excellent organisational, administrative and communication skills.
* Be able to organize and coordinate several projects simultaneously.
* Be able to work at least 4 weekends a year.
* Be able to travel and attend multiple trade shows, conferences, and site visits.
* Proficiency in using standard office computer software, including email platforms, Microsoft Office, Google Sheets, Google Drive and Google Docs.
* Confident in learning how to use new software and passing on these learnings to others.
* Demonstrate ability to manage all aspects of the event. Take time to listen to our customers (internal/external) and always strive to exceed expectations and find solutions.
Benefits
* Bonus for excellent work judged on your performance in the lead-up and during our major events
* Competitive Salary
* Company Pension
* An element of hybrid working
* Option to join company private health scheme after one year