Events Operation Executive

GlobalData Plc; London; Hybrid; GBP 30,000 - 45,000; Full time

Job summary

A leading Business Intelligence company is seeking an Operations Executive in London to manage and coordinate an array of international events. Ideal candidates will have a minimum of 3-5 years experience in B2B events and possess excellent organizational and interpersonal skills. You will oversee all operations related to events, ensuring everything runs smoothly for clients and delegates alike.

Benefits

Health benefits

Financial benefits

Fitness benefits

Travel benefits

Tech benefits

Qualifications

• Minimum of 3-5 years’ experience in B2B commercial events.
• Experience with budget maintenance and responding to P&L requirements.
• Excellent organizational skills with a focus on detail and time management.

Responsibilities

• Coordinating and managing all processes related to running events.
• Liaising with delegates, speakers, and clients to ensure event success.
• Managing budgets and ensuring event documentation is complete.

Skills

Organizational skills

Interpersonal skills

Negotiation skills

Time management

Attention to detail

Tools

Microsoft Word

Microsoft Excel

Job description

Who we are…

GlobalData is a specialist information services business on a mission to help our clients decode the future, make better decisions and reach more customers. Using our unique data, expert analysis and innovative solutions we deliver intelligence on the world’s largest industries for companies, government organisations and industry professionals.

We began our journey in 2016, by combining a diverse range of specialist information services companies, with decades of trusted customer relationships and deep sector specialisms. Today, we operate as a single company and one fully integrated platform, with more than 3,500 colleagues worldwide, across 20+ industries, delivering value for over 5,000 customers.

The role…

Arena International Events Group is looking for an experienced Operations Executive who is eager to grow their skills and take the next step in their career. This role is ideal for people with 1-2 years of experience B2B events and aspires to become experienced professionals managing a team and a range of events across our global portfolio. Arena International Events, part of the GlobalData Group (a leading Business Intelligence FTSE250 company), runs over 80 international conferences and forums every year, with a thriving programme that is always expanding.

We are looking for a Operations Executive to provide a comprehensive operations service for the international events business by coordinating and managing all processes and procedures associated with running events.

What you’ll be doing…

Customer Services

To liaise fully with all delegates in order to ensure that necessary information is communicated to clients and all necessary paperwork is received from clients in line with identified deadlines, to include:

• Courtesy calls to confirmed delegates
• Liaison with speakers to receive all their biographical information
• Handling client queries

Administration

• Process event booking forms on receipt from client companies via our Sales Order Processing department
• Create new event files and input all relevant information on appropriate systems
• Compile checklist for each event
• Co-ordinate with Design, Marketing and Sales regarding all relevant branding, signage and catalogue information to ensure accurate
• Create briefing documents/invitations and follow up with attendees
• Guest list management including enquiries
• Maintain and update database as delegates are confirmed
• Sourcing of flights, hotels accommodation and all related matters (Visa, Transfers and Exhibitor Fees)
• Compile event catalogue/delegate packs for all attendees in-line with deadline requirements
• Maintenance of full, accurate and up to date documentation, filing and procedures to meet the above
• Sourcing of AV and any external suppliers (Lanyards and Printers)
• Control and monitor spending costs within the allocation budget; finalising event costs with reviewing supplier invoices and preparing event hotel commissions

Event Management

• Proof reading event catalogues in conjunction with other departments before dispatch of final draft to printers
• To evaluate the delegate campaign on an ongoing basis and provide accurate and appropriate information to Head of Operations
• To attend events on behalf of the company as and when needed
• Co-ordinate with the hotel on-site representative about the event coordination
• Man, the operations office/help desk onsite; act as a company point of contact for all clients and ensuring that all the necessary materials are on site to run the event

Supervise delegate arrivals at hotel venue

• To ensure that the event runs smoothly
• Resolve any problems or issues arising at the event
• Liaising with clients on-site in relation to the collection of evaluations forms
• Assisting of the dismantling of the event

What we’re looking for…

• Minimum of 3-5 years’ experience in B2B commercial events
• Experience working with budgets - maintaining and responding to the events P&L requirements to keep the event on track financially.
• Excellent time management and organizational skills with experience of reporting on activity
• A working knowledge of another European language is desirable, though not essential
• High level of IT competency, including word and excel
• Excellent interpersonal skills - ability to deal with a wide range of people at all levels
• Meticulous attention to detail
• Process driven, resilient and resourceful to deliver successful events depending on specific requirements including design, catering, AV and event technology, signage onsite, liaison with guests etc.
• Ability to prioritise, plan and organize workload often with conflicting time constraints
• Flexible team player, with ability to work under pressure
• Ability to use initiative and work self-directed
• Have a can-do solution-oriented attitude
• Negotiation skills

In addition to a rewarding career, we support our GlobalData colleagues with a range of benefits across health, finances, fitness, travel, tech and more. To find out more about the roles and benefits on offer in your region, visit careers.globaldata.com

GlobalData believes strongly in the value of diversity and creating supportive, inclusive environments where our colleagues can succeed. As such, we are proud to be an Equal Opportunity Employer. GlobalData is determined to ensure that no applicant or employee receives less favourable treatment on the grounds of gender, age, disability, religion, belief, sexual orientation, marital status, race, or is disadvantaged by conditions or requirements which cannot be shown to be justifiable.

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