Operations Executive

To assist and support the Operations Team in the timely organisation and successful delivery of our portfolio of conferences and exhibitions, including any new products or launches, from conception through to completion.

Work efficiently with internal and external stakeholders and suppliers, to deliver operational excellence, on time, within budget, and with a good return on investment.

Key Accountabilities:

Support Project Management

Managing small events/ projects

Effectively support the planning and successfully delivery of all operational and logistical elements for your events, which may include Accommodation & Travel, Floor Plan, Communications, Sponsorship, etc.

Successfully plan and execute the operational and logistical elements of small projects or events, with the support of the Operations lead (e.g. the Sponsored Drinks Receptions).

Build knowledge of Health & Safety (H&S) best practice both pre-event and onsite, and help enforce each events H&S measures.

Support the delivery of sponsorship opportunities, including sourcing quotes.

Support the delivery of all inventories sold including stand space and sponsorship.

Attend team meetings and contractor planning meetings.

Support researching new locations, venues, and suppliers for existing/launch events, and/or evening functions.

Objectively critique the operational delivery post show and support implementing recommended operational efficiencies on future events.

Admin/ Database Management

Day to day tasks to ensure the smooth running of the event Successfully work with various technology platforms such as Monday.com, Salesforce, Event Floorplan Designer, and Floorplan Live to deliver events.

Successfully create, update, and monitor inventory trackers for the events operational elements (such as sponsorship, or contractual deliverables).

Support the processing of contracts with dmg Legal Team, and create Service Level Agreements (SLAs) for suppliers where needed.

Manage the handling of exhibitor and contractor databases, and data, in adherence with dmg Data Protection Policy

Assisting in the production of the exhibitor manual, including reviewing current content and researching information relevant for that specific event

Update and maintain show floor plans.

Assist the wider operations team with tasks where needed.

Attend relevant training as required, including health & safety.

File all relevant documentation on the shared drive.

Adhere to Ops processes as best practice, and support the development of processes where appropriate.

Budgets

Managing sections of event budgets

Develop an awareness of budgets by assisting with processing invoices, raising POs, and setting up suppliers on our Finance system.

Where needed, manage and update sections of operational event budgets, with support of the event manager.

Help keep costs firmly under control to help achieve the events profit targets.

Obtain multiple quotes and negotiate costs for services where required.

Relationship Management

Building good internal and external relationships Create a positive and professional environment to work in.

Communicate effectively with all team members, stakeholders, contractors, sponsors, exhibitors, venues etc. to build and maintain excellent working relationships.

Understand the Service Level Agreements for our Official Contractors and help to ensure they are fulfilling their contractual obligations.

Communication

First point of contact for exhibitors Ensure professional and first-class communications both internally and externally.

Be the first point of contact for exhibitors, and support via phone and email

Respond quickly and calmly to requests from exhibitors, sponsors, suppliers, and team members.

Create and deliver an effective communications plan for exhibitors, in collaboration with the Operations Manager and Marketing team.

Issue reminders (where relevant) to help exhibitors sponsors to submit all necessary information and orders on time.

Manage the Organisers Office onsite (where required), and that all materials needed are printed, and distributed amongst the team in a timely manner.

1-2 years experience in conferences and/or exhibitions.

Able and willing to travel to countries in Asia, Africa, Europe, North America.

Pro-active and able to take responsibility.

Ability to work calmly under pressure in a busy, fast-paced, and agile environment.

Good team player: able to work well in a team.

Organised and methodical, with high attention to detail.

Good at multitasking and working on different events/projects at the same time.

Good problem solver.

Good communication skills: can communicate clearly and concisely with different communities and groups.

Knowledge of MS Office Suite, including: MS Word, PowerPoint, Outlook, and Excel