Hybrid Operations Executive

at Clarion Events

• Job title: Operations Executive
• Job type: Full Time
• Experience level: Junior
• Salary: Not specified
• Degree requirement: No Education Requirement
• Location requirements: Hybrid, London, United Kingdom

About the role

• Operations Executive for the Confex Operations team organizing small and medium events. Supporting large-scale events in various sectors like Energy, Retailing, and Life Sciences.

Responsibilities

• **The Opportunity: **
• We have an exciting opportunity in the Confex Operations team for an Operations Executive.
• The role will primarily be to organise small/medium sized events and support with the organisation of medium/large events for portfolios operating in various sectors, such as Energy, Oil & Gas Transport, Internet Retailing and Life Sciences.
• **Key Responsibilities:**
• Organise small sized events including conferences, tabletop exhibitions, dinners and other meetings from conception to completion with guidance and support of a manager.
• Work as part of a team delivering the operations for medium/ large conferences and exhibitions, supporting on various key tasks with guidance and support of a manager.
• Manage exhibitor and sponsor logistics to ensure all sponsor and exhibitor packages are fulfilled as sold by the portfolios.
• Production and timely communication of correct and detailed technical manuals for exhibitors with support of manager.
• Send speaker communications and manage all speaker requirements to ensure that the conference programmes run smoothly.
• Arrange travel and accommodation for staff and speakers within a pre-set budget.
• Respond quickly and calmly to requests from speakers, sponsors and exhibitors' pre-event and onsite.
• Work closely with the Portfolio Directors, Producers, the project team and other Operations team members to seamlessly deliver the event.
• Manage the costs, prepare and report event budgets including raising purchase orders, obtaining final costs and signing off invoices with manager support.
• Manage suppliers and orders for event signage, AV, venue, catering, sponsored items as required with guidance from manager.
• Develop a thorough understanding of health & safety principles ensuring all parties are in compliance. Assist with all show health & safety related documentation and constantly look to improve knowledge and experience in this area.
• Assist the Operations team with any other ad hoc tasks as required. Includes ad hoc administration tasks as required by the Manager or Senior Operations Managers.
• Demonstrate clear and effective communication of ideas and processes.
• Methodical filing and record keeping.
• Post show evaluation and development.
• Available to travel worldwide.
• Attend training courses as directed by Line Manager.
• Collaborate with other operations teams across the business and take part in working groups.
• Build strong relationships with our customers and deliver great customer service when dealing with exhibitors and delegates.
• At all times representing Clarion Events in a Professional Manner.

Requirements

• **Knowledge, Skills & Behaviours:**
• Experience in the conference and exhibition industry is desirable.
• Organised and methodical.
• Strong social and communication skills .
• Able to deal with a broad range of people.
• Self-motivated and able to take responsibility.
• Keen to embrace and learn to use new technology and IT systems.
• Able to work within a team.
• A customer-first mind-set .
• Adaptable.
• Problem solver.
• Good attention to detail.
• Able to manage time effectively.
• Work calmly under pressure.
• Prepared to work long hours and weekends, if required.

Benefits

• 25 days’ holiday plus bank holidays
• End of year wellbeing shutdown (closed for the last week of the year)
• Celebration day off (e.g. birthday, Diwali, Eid, etc)
• Summer Hours in August (3pm finish on Fridays)
• Helping Our World (HOW) Days – one paid day per quarter to carry out charity work
• Pension Scheme
• Private Medical Insurance
• Health Cash Plan
• Wellbeing Library (MYNDUP)
• Mentoring Programme
• Season Ticket Loan
• Cycle to Work Schemes
• Free on-site gym and shower facilities
• Free eyesight tests
• Free flu vaccination – offered on site once a year for all employees