Head of Event Operations

2 months ago

London, United Kingdom GSMA Full time

A Head of Event Operations, you have ownership of all event operations for the event you are assigned and are responsible for translating the event vision and event changes into projects for your team to manage. You are responsible for ensuring all projects within your remit are resourced correctly, all appropriate processes (organisational and venue) are followed and that your team achieve their respective key performance indicators for their projects. You motivate, inspire and support your team, enabling them to find solutions to event challenges.

Head of Event Operations

Department: Event Strategy

GSMA Entity: Limited

Location: London

Position type: Regular

Reporting to: Head of Global Operations

About the Team

The team you will be leading includes experts in event operations and project management. This team is a group of high performing individuals from a broad cultural background who enjoy clear direction, authentic leadership and an empathetic management style. The team works across the global events portfolio and delivers the conference programme, ministerial programme, networking events, awards ceremonies, at all events in the GSMA portfolio.

About the Role

The Head of Event Operations is responsible for the operational management and delivery for the conference and networking events of all events in the GSMA portfolio. The remit extends to the end-to-end operational management and delivery of the Mobile 360 Series of regional conferences.

Job specifications include.

Resource management
- Management and responsibility for a functional team comprising of 2-4 direct reports at senior manager level, and numerous subordinates or freelance project managers as necessary
- Managing the professional and personal development of these direct reports, setting goals, implementing plans and processes necessary to achieve their goals
- Mentor senior managers within the team to ensure that they are providing appropriate support to their direct reports and the wider team
- Appraisals/performance reviews
- Resource planning and management for team across portfolio of events throughout the year
- Overall responsibility for team performance and team motivation
- Ensuring that plans are put in place for the team to be adequately resourced for the upcoming twelve months, demonstrating resource needs if necessary
- Ensure that team have sufficient variety in the projects that they are allocated and that they are provided with opportunities to learn and grow professionally
- Escalation point for team and responsible for resolving problems across business lines

Project management
- Overseeing the project management for all the team’s projects at the events
- Collaborate with and provide guidance to senior managers with the development of project plans and critical paths for each event, with clear financial and operational milestones
- Leading regular ‘virtual’ team meetings / conference calls to ensure project is on track
- Creating and presenting detailed project updates
- Analyse business systems and processes to ensure that they are efficient and effective, developing new systems and processes where necessary and deploying them
- Continuously work to reduce waste and increase efficiency in the business

Relationship Management
- Collaborate with key strategic and functional partners / suppliers, maintaining positive and productive relationships

Contract management
- Consult and provide direction on the authoring the business schedules
- Consult and provide direction on the preparation of service level agreements (SLAs)
- Where necessary, lead negotiation activities with suppliers to leverage preferable conditions for the business
- Contract signatory within authorised level of expenditure

Supplier management
- Liaison and relationship management with key strategic partners and suppliers
- Crisis planning and business continuity management
- Supervise large scale RFP processes, as delivered and executed by the team, providing guidance and mentoring
- Work across the whole team to ensure that the business is capitalising on economies of scale with purchasing activity
- Ensure that there is a combined effort and approach to managing risk with all suppliers

Financial management
- Budget responsibility of approx. £10,000,000+ (direct and indirect)
- Project P&L management if required
- Leading or oversight of RFP activities
- Ensure that the group are appropriately managing their forecasts and promote adherence to financial best practice
- Demonstrate strong experience of cost management and financial control
- Oversee development of budgets by the team
- Monthly consolidated reporting of P&L and budget forecasts on behalf of the whole team
- Consult and oversee the development of budgets for individual projects and events

Quality & standards
- Ensure consistency of approach throughout the team
- Continually work with partners and suppliers, through the team and cross-departmentally, to make real imp

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