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Event Operations Specialist

2 months ago

Wimbledon, United Kingdom The Wellness Agency Full time
About The Wellness Agency


Our organization is renowned for orchestrating some of the most prestigious trade events in the UK, delivering top-tier exhibitions, publications, awards, and conferences tailored for the spa, salon, clinic, and barber industries.

About The Team


You will be part of a close-knit and collaborative operations team dedicated to producing and executing events across the UK and Ireland.

This role encompasses the management of on-site contractors and venues, ensuring security measures are in place, and producing comprehensive exhibitor manuals. It is a challenging yet rewarding position.

We handle on-site necessities such as audiovisual setups, catering services, overall event decor, signage, and the coordination of move-in and move-out schedules, along with any special events as needed. Our environment is fast-paced and dynamic, requiring adaptability, flexibility, and the ability to maintain composure under pressure.

About The Role


The Event Operations Specialist will be responsible for overseeing pre-event planning and on-site management of operational elements for assigned shows, reporting directly to the Operations Director and Managing Director.

In this role, you will manage various projects and oversee segments of event budgets. Key attributes include meticulous attention to detail and proven administrative skills.

Additionally, the ability to think quickly and foster relationships with both internal stakeholders and external clients and suppliers is essential.

Responsibilities

  • Overseeing, delivering, and managing event operations, collaborating with other team members, venues, and suppliers while delegating tasks effectively.
  • Ensuring all logistical details for the event are communicated to vendors and internal teams (marketing, sales, conference, etc.).
  • Regularly updating exhibitor databases to maintain accurate and current information.
  • Maintaining clear and effective communication channels with exhibitors and clients through various means.
  • Engaging directly with clients to address their inquiries promptly and professionally.
  • Once trained, guiding exhibitors through the onboarding process of our custom ShowHub portal, assisting them in content uploads and optimal usage.
  • Supervising all operational deliverables and serving as a point of contact for the event team regarding operational tasks.
  • Communicating a detailed delivery plan with clear accountability prior to the event to ensure exceptional on-site execution.
  • Organizing post-event debriefs to facilitate continuous improvement of our events.
  • Maintaining strong working relationships with show teams, vendors, and venues.
Requirements

  • Exceptional organizational, administrative, and communication skills.
  • Ability to coordinate and manage multiple projects simultaneously.
  • Willingness to work at least four weekends annually.
  • Ability to travel and attend various trade shows, conferences, and site visits.
  • Proficiency in standard office software, including email platforms, Microsoft Office, Google Sheets, Google Drive, and Google Docs.
  • Confidence in learning new software and sharing knowledge with others.
  • Demonstrated capability to manage all aspects of events, actively listening to our customers and striving to exceed their expectations.
Benefits

  • Performance-based bonuses for exceptional work during major events.
  • Competitive salary package.
  • Company pension scheme.
  • Flexible hybrid working options.
  • Opportunity to join the company’s private health scheme after one year.