Head of Exhibitions Operations

2 months ago

London, United Kingdom GSMA Full time

A Head of Exhibition Operations, you have ownership of all exhibition 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.

About the Team

The team you will be leading includes experts in exhibition operations and project management. This team is a group of high performing individuals from a broad cultural background and enjoy clear direction, authentic leadership and an empathetic management style. The team works across the global events portfolio and delivers the exhibition component of all events.

About the Role

The Head of Exhibition Operations is responsible for the operational management and delivery of the exhibition component of all events in the GSMA portfolio. The remit extends to other projects at the event which relate to the exhibition and the systems that support them, such as features, exhibition packages, signage, access, safety and logistics, the online event manual and technical floorplans.

Job specifications include:
Resource management
- Management and responsibility for a functional team comprising of 2-4 direct reports at senior and 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
- Mentorship of senior managers within the 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 of all exhibition related elements of an event
- 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 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 as necessary
- 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 budget forecasts as needed
- 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, directly and indirectly, to make real improvements to the experience of exhibitors, raising standards at our events
- Champion and ensure that the team are working in-line with the processes and procedures set by GSMA for all events globally
- Ensure that best practice is adopted for managin

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