Support the Senior Operations Manager and Operations Manager in delivering smooth, efficient, and high-quality event operations, contributing to the successful planning and execution of events.
Requirements
- Compose clear, assertive, and professional correspondence to customers
- Communicate show requirements and exhibitor orders accurately and in a timely manner
- Produce the online Exhibitor Manual for each show
- Ensure all information in the floorplan and exhibitor manual is consistently reviewed and up to date
- Organize and participate in all show team and contractor meetings
- Assist in the production and ongoing updates of the exhibition plan / workbook (Smartsheet)
- Create and maintain well-structured, up-to-date digital filing systems for each show
- Compile an independent post-show report
- Support the organization and facilitation of pre-show webinars and virtual meetings
- Create and manage WhatsApp groups and communities
- Develop action plans and execute all assigned operational requirements
- Prioritise and manage multiple tasks and projects efficiently
- Maintain a high standard of accuracy in all deliverables
- Provide reactive support to show teams, suppliers, and stakeholders
- Oversee floral orders for event features and gap-fillers
- Coordinate furniture requirements for all event features and organiser spaces
- Liaise with the marketing team to compile staffing lists and place accurate staffing orders
- Manage hotel bookings for dmg staff, speakers, VIPs, and Hosted Buyers
- Coordinate transport arrangements
- Handle queries related to exhibitor badge registration
- Ensure accurate and timely sharing of exhibitor lists and updates with the 3rd party suppliers
- Monitor the progress of exhibitor and stakeholder requests
- Foster a culture of excellent customer service
- Coordinate show freight collection deadlines and communicate them clearly to the show team
- Handle all catering requirements for organiser offices, features, and other ad-hoc needs
- Set up and manage organiser offices onsite
- Organize staff catering and manage daily logistical needs onsite
- Ensure smooth delivery of all assigned tasks
- Support the design and layout of feature areas
- Co-ordinate feature installation and onsite handover
- Understand and adhere to venue rules and regulations
- Maintain a basic awareness of registration systems and how they integrate with venue layouts and visitor flow
- Assist in negotiating competitive supplier rates and monitor cost-saving opportunities
- Track and control operational spending to ensure alignment with allocated budgets
- Raise and manage purchase orders for services, products, and suppliers
- Reconcile invoices between contractors and venue
- Ensure all show teams, including agents, are briefed on health and safety protocols
- Collect and submit H&S documentation (e.g., risk assessments, insurance certificates) from contractors to venues
- Promote a proactive health and safety culture among suppliers, venue partners, and internal teams
Benefits
- Generous Paid Time Off
- 401k Matching
- Retirement Plan
- Visa Sponsorship
- Four Day Work Week
- Generous Parental Leave
- Tuition Reimbursement
- Relocation Assistance
