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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 a leader in orchestrating some of the most renowned trade exhibitions and producing industry-defining events, publications, awards, and conferences for the wellness, beauty, and grooming sectors.

About The Team


You will be part of a close-knit and collaborative operations group that executes and manages events across various locations.

This role encompasses the oversight of on-site contractors and venues, as well as ensuring security measures and the creation of comprehensive exhibitor manuals. It is a challenging yet rewarding position.

We handle on-site necessities such as audiovisual services, catering, overall event decor, signage, and the coordination of move-in and move-out schedules, along with any special events that may arise. 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 pre-event planning and on-site management of operational elements for designated shows, reporting directly to the operations director and managing director.

This position involves managing projects and overseeing 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 teams 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 and responsibilities effectively.
  • Ensuring all logistical details for the event are communicated to vendors and other internal departments (marketing, sales, conference, etc.).
  • Regularly updating exhibitor databases to maintain accurate and current information.
  • Managing correspondence with exhibitors and clients, ensuring clear and effective communication channels.
  • Directly liaising with clients to address their inquiries promptly and professionally through various communication methods.
  • Once trained, guiding exhibitors through the onboarding process of our custom portal, assisting them in content uploads and maximizing their use of the platform.
  • Overseeing 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 execution on-site.
  • Organizing post-event debriefs to facilitate continuous improvement of events.
  • Maintaining strong working relationships with show teams, vendors, venues, and other stakeholders.
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 customers (internal/external) and striving to exceed expectations while finding solutions.
Benefits

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