Operations Executive

DMG Events group; Village of Kensington (NY); On-site; USD 40,000 - 60,000; Full time

Job summary

dmg events in New York is seeking an Operations Support role to assist the Operations Team in organising conferences and exhibitions. You will develop skills in the exhibitions industry and gain progression opportunities.

The role covers exhibitor liaison, database management, budgeting, and on-site activity to ensure smooth event delivery. Some travel and after-hours work may be required.

Qualifications

• 1-2 years’ experience in conferences and exhibitions.
• IOSH Certification desirable.
• Excellent written and verbal English communication.
• Budget experience in events.
• MS Office proficiency (Word, Excel, PowerPoint).
• Willingness to travel internationally.

Responsibilities

• Coordinate pre-show and on-site exhibitor liaison and support via phone and email.
• Manage exhibitor and contractor databases.
• Assist in producing exhibitor manuals and updating floor plans.
• Plan and execute operational elements of small events with supervision.
• Obtain quotes and assist with tender processes.
• Maintain knowledge of Health & Safety best practices pre-event and on-site.
• Communicate with external contractors, sponsors and venues.
• Assist with travel and accommodation arrangements and on-site freight requirements.

Skills

Communication

Attention to detail

Budget management

MS Office

Travel flexibility

Team player

Tools

Salesforce

Monday.com

Job description

JOB PURPOSE:

To assist and support the Operations Team in organising our portfolio of conferences and exhibitions, and any new products or launches. This is a great opportunity for a self-motivated and ambitious individual looking to develop skills within the exhibitions industry and offers great progression.

KEY ACCOUNTABILITIES:

Communication

• Ensure professional and first-class customer communications (exhibitor/sponsor/contractor) always.
• Pre-show and on-site exhibitor liaison and support via phone and email, answering incoming exhibitor enquiries in a timely and efficient manner
• Manage scheduled communication to go out at key stages of the event process regarding all logistical details, as relevant to the programme format and customer needs.
• Onsite management of the Organiser’s office, where required
• Speaker liaison on small events, pre-event and/ or onsite management. Including creating and sharing speaker briefing notes, collating biographies/ photos/ presentations, and working with content team to update conference programmes.

Admin/ Database Management

• Management of exhibitor and contractor databases
• To assist in the processing & confirmation of exhibitor information and to monitor exhibitor responses to ensure all necessary information is received on time.
• Assisting in the production of the exhibitor manual, including reviewing current content and researching information relevant for that specific event
• Updating and maintaining show floor plans

Project Management

• Plan and execute successfully the operational and logistical elements of small projects, or events, with the support of manager e.g. the Exhibitor Day.
• Obtaining multiple quotes and negotiating costs for services being managed, working on tender processes.
• Building knowledge of Health & Safety best practice both pre-event and onsite

Budgets

• Developing awareness of budgets
• Assist with processing invoices and raising PO’s for suppliers.
• Managing and updating sections of operational event budgets, with support of manager. Keeping costs firmly under control.

System Management

• Manage Salesforce and Operational processes – including creating and keeping up to date with event Ops CPAs
• Using project management tools such as Monday.com
• Successfully create, update and monitor stand and event inventory

Relationship Management

• Externally – Communicate proficiently with external/ international contractors, sponsors, exhibitors and venues. Building and maintaining excellent working relationships.
• Internally – Interacts effectively with fellow team members and other office departments.

Additional Tasks

• Assisting with travel and accommodation requirements (as required)
• Coordinating on site freight requirements
• General admin and adhoc projects

QUALIFICATIONS, EXPERIENCE, & SKILLS:

Key requirements for the role

• Ideally would have 1-2 years’ experience in conferences and exhibitions.
• IOSH Certification desirable.
• Attention to detail when completing admin based tasks
• Communication – excellent written English and verbal communication skills
• Budget experience – inputting to event budgets and keeping within the budget set.
• Ability to work under pressure and to deadlines
• Flexibility – required as the post includes some travel and out of hours’ work relating to events.
• Knowledge of MS Office Suite, including: MS Word, PowerPoint, Outlook, and Excel
• Open to international travel in Asia, Africa, Europe and North America

Personal Attributes

• Customer Focused – put the customer at the heart of everything we do
• Team Player – ability to work well in a team as well as independently
• Harding working - Strong work ethic representing our industry leading brands
• Studious - Desire to learn and embrace best practice
• Respectful – demonstrate consistency and reliability in all areas
• Collaborative – display open communication and innovation
• Proactive – take initiative on opportunities and test your ideas
• Efficient – display excellent time management and prioritisation

dmg events is an equal opportunity employer. If you have not had feedback from us within 14 days, please consider your application as unsuccessful for this round.