Event Operations Manager – SOF Week

GSOF Travel Log; Tampa, Northern (FL, KY); Hybrid; USD 70,000 - 95,000; Full time

Job summary

GSOF Travel Log is seeking an Operations Manager to support SOF Week in the Greater Tampa Bay Area. The role focuses on exhibition operations, logistics, and partnerships with vendors and external organizations, while enabling remote collaboration with a fast-paced team.

Responsibilities include coordinating exhibit spaces, government booth exhibitors, inventory control, and AV planning. The successful candidate will have a strong event background and excellent communication skills.

Qualifications

• Bachelor’s degree and at least 4 years of meeting, event and/or hospitality industry experience.
• Experience supporting large-scale trade shows and events with operations and logistics
• Knowledge of information systems, CRM, data collection and analysis
• Self-motivated team player with minimal supervision
• Ability to manage high-volume projects, deadlines, and multiple priorities
• Attention to detail to ensure contractual commitments are met
• Willingness to learn and improve processes for efficiency
• Strong written and verbal communication with internal customers, attendees, vendors
• Ability to work remotely with a fast-paced team

Responsibilities

• Assist with the planning, organization, and execution of SOF Week
• Lead exhibition partnerships with external organizations and liaison with GC
• Coordinate government booth exhibitors for SOF Week
• Manage SOF Week inventory and pack-out lists
• Maintain event specifications documents and Campus Tour
• Develop A/V requirements for the Exhibition
• Support Marketing with Exhibition-related social media content

Skills

Meeting planning

Event logistics

Vendor coordination

Stakeholder communication

Remote collaboration

Education

Bachelor's degree in meetings/events/hospitality

4+ years of relevant experience

Tools

CVENT

Google Suite

Monday.com

AMS familiarity

Job description

The SOF Week Operations Manager reports to the Sr. Director of SOF Week and executes a variety of internal operational and administrative functions to support the SOF Week Team. S/he is responsible for supporting the organization and execution of SOF Week in Tampa, FL, specifically related to exhibition operations and logistics.

Location: Greater Tampa Bay Area, FL (most work is remote)

Primary Responsibilities:

• Assist with the planning, organization, and execution of SOF Week
• In conjunction with the primary event planning partner, serve as the Global SOF Lead for:
  • Exhibition Hall Management
  • Liaison with General Services Contractor
  • Exhibitor / Sponsor Customer Service
  • Sponsorship Fulfillment
  • Liaison with Sales Team
  • Food & Beverage catering
• Lead for special Exhibition partnerships with external organizations such as govmates, Army xTech, DARPA, and NATO DIANA
• Lead for coordination of government booth exhibitors at SOF Week
• Lead for SOF Week Team Inventory Management and Pack Out Lists
• Lead for maintaining event specifications documents and Campus Tour
• Lead for development of A/V requirements in relation to the SOF Week Exhibition
• Lead for ensuring exhibition-related elements of the Campus Tour documents are accurate
• Lead for the SOF Week Meeting Hub – operations and booking process
• Support Marketing team with Social Media and website content development in relation to the Exhibition
• Support the Sr. Director of SOF Week and Director of Security with operational requirements for Security Team meetings
• Assist with developing new and unique sponsorship opportunities
• Update event details on a variety of platforms, including but not limited to: CVENT, Google Drive, Monday.com
• Attend in-person and virtual meetings / support at onsite events as assigned

Desired Qualifications:

• Bachelor’s degree and at least 4 years of meeting, event and/or hospitality industry experience
• Desired 2 years of experience supporting large-scale trade shows and events particularly dealing with operations and logistics
• Knowledge of information systems, including association databases, customer relationship management, data collection and analysis, and/or formal report development
• Self-motivated and proactive team player with experience accomplishing prescribed goals with little or no supervision
• Experience handling high-volume, production-based projects, including prioritizing, organizing, and tracking details, effectively managing deadlines and multiple priorities.
• Impeccable attention to detail to ensure that all contractual commitments are met
• Willingness to learn and look for ways to improve processes to achieve greater efficiency in pre, during, and post planning phases. This involves taking the initiative to try new approaches and trusting one’s own professional judgment
• Demonstrate ability to communicate clearly, concisely, and effectively to express information in both written and oral context with internal customers, attendees, team members, and vendors
• Strong writing skills and a proven track record of developing professional and effective communications
• Ability to work remotely with a fast-paced, dynamic team

Desired Software Experience:

• CVENT or similar event management software, to include Registration, Appointments, Social Tables, and Email
• Google Suite, especially Docs, Sheets, and Slides
• Monday.com
• re:Members or other Association Management Systems (AMS)