Event Operations Coordinator

7 months ago

London, United Kingdom ITV Jobs Full time

**Events Operations Coordinator**

**Department: ITV Experiences**

**9 month FTC/Secondment Hybrid**

**Office location: White City, London**

Hiring range: £28,000 - £30,000

**Your work matters to millions.**

Shaping culture is in the DNA of ITV. So, it’s not surprising that you’ll find us in every home in the UK, our productions are famous all over the world and we’re at the forefront of the digital streaming revolution. When you join us, you enter a fun working environment. With opportunities to learn, to grow and make a real difference. Small enough that your impact’s felt in the business, but big enough that your impact reaches millions of people.

Come develop your skills, change TV and the course of your career. Don’t just watch it. Be part of it. Join ITV.

**Your impact sends ripples.**

**The team**

ITV Experiences are a team of events specialists responsible for bringing the ITV brand to life for internal and external audiences. We have a unique and wide remit, delivering live events for ITV colleagues (B2E), clients, advertisers and brand partners (B2B) - as well as activations for our Programme Publicity and Marketing teams (B2C).

**The role**

The Operations Coordinator role will be uniquely positioned within the ITV Experiences team, split equally, with 50% providing critical support to the team’s operational excellence and 50% supporting the delivery of the team’s busy event portfolio.

Reporting to the Senior Operations Manager, this newly created role will be an ambassador for ITV Experiences and will be integral in supporting and implementing agile operational processes and day-to-day functionality to ensure the team moves efficiently, consistently and in a compliant way, as well as providing critical support in planning, managing and delivering industry leading events.

**Key responsibilities**:
**Support evolving operational processes, including**:

- Providing key support to the Senior Operations Manager in the development, implementation and maintenance of core team operational processes and systems
- Owning the scheduling of team meetings, ensuring appropriate meeting rooms are booked for these and all team collaboration sessions are set up for success
- Creating and maintaining all team project planning document templates, ensuring they are current and kept up to date at all times
- Support with the research, testing and implementation of new digital tools and systems, (including project, resource, data and delegate management tools)
- Acting as a key point of contact and managing internal partners, including AV, security, hospitality, logistics and workplace services, ensuring the team is kept up to date with any key developments and internal processes
- Acting as the main point of contact for our offsite storage, managing and maintaining the storage inventory doc and acting as a key conduit between ITV Experiences, workplace services and offsite storage teams to ensure the smooth movement and safe storage of items

**Support event project delivery, including**:

- Providing key support to core project teams (including Senior Project Managers and Project Managers) in the development, pre-production, delivery and post production of allocated projects
- Providing critical event coordination, including diary management, project meeting scheduling, production of agendas and status reports and booking travel and accommodation for team, speakers, clients, talent etc
- Additional key event support including venue sourcing and independent venue research, managing event merchandise (including writing briefs, managing samples and overseeing production and storage of items) and researching event dressing, props, event entertainment (including photo opportunities, music entertainment and speakers)
- Budget management, including raising purchase orders, updating budgets with agreed spend, processing project credit card expenses
- Leading event guest list and inbox management for events, supporting with delegate registrations via data management systems (Dot Mailer etc)
- Liaise with event suppliers and co-ordinate different elements of the event including AV, catering and venues
- Coordinate the shipment of collateral to events within the UK and internationally including packing kit, sourcing items and ordering and overseeing courier delivery
- Produce risk assessments and feed in to pre-event Health and Safety documentation

**What we’re looking for**

**Skills you’ll need **(minimum criteria)
- Demonstrable experience working effectively under pressure, providing ongoing, critical team support and coordinating projects on time and on budget in a fast-paced environment
- Experience working with budgets and finance systems
- Experience using database/delegate management software/CMS, such as Dotmailer

**Other things we’re looking for **(key criteria)
- A real passion for events
- Understanding of the media and events industry
- Good knowledge of TV and wider streami

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