Operations Executive OpenRoom

CloserStill Media; Greater London; On-site; GBP 30,000 - 45,000; Full time

Job summary

A leading B2B events company in Greater London is seeking an Operations Executive. The candidate should have 1 year of event experience and excel in a fast-paced environment. Responsibilities include managing event logistics, supplier relationships, and AV coordination, ensuring seamless, high-quality executions. Strong communication and organizational skills are crucial for success in this role, which offers a dynamic work atmosphere and growth opportunities.

Qualifications

• 1 year of event experience is required.
• Ability to manage multiple projects simultaneously.
• Calm under pressure and focused on exceptional customer service.

Responsibilities

• Liaise with venue teams and coordinate supplier relationships.
• Manage AV coordination and oversee logistics.
• Handle event budgets and track expenses.

Skills

Event experience

Strong communication skills

Organizational skills

Problem-solving

Interpersonal skills

Job description

WHO WE ARE:

At CloserStill we strive to deliver the best. We’re on a mission to be the most dynamic B2B events and communities business in every market we serve, bringing people together to learn, connect and grow. Operating across five regions we power over 200 market‑leading events, publications and brands across Business, Technologies, Healthcare, Learning, HR & Education and Future Transport & Infrastructure.

But what truly sets us apart is our people.

Our teams are diverse, driven and united by a shared commitment to excellence. Rooted in our core values of ownership, empathy, teamwork, integrity and determination, we empower every employee to grow, shape their own path and make a meaningful impact.

Joining CloserStill means being part of something bigger – not just building events but creating opportunities, connections and lasting value for the communities we serve.

WHO WE ARE LOOKING FOR:

We’re seeking a motivated and detail‑oriented Operations Executive to join our growing team. This role is ideal for someone with 1 year of event experience who thrives in a fast‑paced environment and enjoys creating seamless, high‑quality experiences for all involved. You’ll be at the heart of event delivery – working across venues, suppliers and internal teams to ensure every detail runs smoothly from planning through to onsite execution. The role combines logistics management, supplier liaison, AV and content coordination and onsite operations leadership. Strong communication skills, excellent organization and a proactive, solutions‑driven approach are key to success in this role.

THE ROLE (Event Operations)

• Act as the main liaison with venue teams pre‑show, onsite and post‑event.
• Coordinate supplier relationships, including AV, entertainment, catering and transport providers.
• Manage menu selections, branding placements and signage requirements.
• Oversee all event logistics, including room layouts, accommodation, transport and off‑site dinners.

Audio Visual (AV) & Speaker Management

• Serve as the main point of contact for AV coordination before and during each event.
• Oversee PowerPoint presentations, ensuring all speaker slides are received, formatted and ready for use.
• Liaise directly with speakers pre‑show to collect bios, session titles and presentation materials.
• Conduct pre‑event tech checks with the AV team and speakers to ensure they are confident and comfortable with the setup.
• Manage slide transitions, clickers, timers and other AV requirements onsite.
• Troubleshoot any last‑minute AV or speaker issues to maintain a professional, seamless delivery.
• Collaborate with the team (where applicable) to align speaker logistics with the programme schedule.

Onsite Delivery

• Be the lead onsite liaison for venue suppliers and AV team.
• Oversee setup of meeting spaces, branding and registration areas.
• Support hosted buyer and supplier experience by managing logistics queries and last‑minute requests.
• Ensure schedules, transport and catering run on time and to standard.
• Conduct onsite staff briefings and coordinate daily function sheets.
• Capture photos and short videos during the event (e.g., branding, networking sessions, dinners) to share with the Marketing team when no dedicated photographer or content creator is onsite.

Finance & Administration

• Assist in managing event budgets and tracking expenses against forecasts.
• Process supplier payments with the finance team.
• Maintain accurate records of supplier contracts and costs.
• Process speaker payment or any refunds needed with the finance team.

Systems & Collaboration

• Maintain shared documentation and event function sheets for full team visibility.
• Participate in internal meetings to update progress, share learnings and identify improvements.

ABOUT YOU

• Strong interpersonal and communication skills (both written and verbal).
• Highly organised and able to manage multiple projects simultaneously.
• Calm under pressure and confident dealing with suppliers, speakers and senior stakeholders.
• A proactive, self‑motivated problem solver with a can‑do attitude.
• Keen attention to detail with a focus on exceptional customer service.
• Previous experience with AV coordination or event operations is highly desirable.

CloserStill Media reserves the right to request a DBS or credit check should the role require it.

DIVERSITY AND INCLUSION

CloserStill Media embraces diversity in all its forms and is committed to continuing to develop a diverse and inclusive environment that encourages collaboration and innovation.

We are an equal opportunity employer. All applicants will be considered for employment based on merit without attention to age, ethnicity, religion, beliefs, sexual orientation, gender identity, family or parental status or disability status.

We are committed to ensuring an inclusive and accessible recruitment process. If you require any reasonable adjustments at any stage, please let us know.

Employment Type: Full Time | Vacancy: 1