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Event Operations Executive

Event Operations Executive

Posted 4 April by Globaldata Featured Ended


Arena International Events Group is looking for an Operations Manager to join its expanding team. Arena International is part of a growing global media group which produces publications, websites, reports and events.

This is a fantastic opportunity to gain experience in operations across a wide range of B2B events. Arena International, part of the GlobalData Group, runs over 80 international conferences and forums every year, with a thriving programme that is always expanding.

We manage over 100 events per year and staff will benefit from the opportunity of working on multiple event formats:

  • Conferences - 2 day events with exhibitions
  • Forums - 121 business meeting model (informally known as speed dating for business)
  • Awards - High profile industry recognised award ceremonies
  • Private dining and bespoke events

In addition to supporting GlobalDatas marketing efforts staff also can benefit from being associated with a business intelligence centre including access to our intelligence centres to help accelerate learning
Everything is run in house enabling you to work on a truly cross functional team

What you will do

The Role

To provide a comprehensive operations service for the International Events business by coordinating and managing all processes and procedures associated with running events.

Key Responsibilities

to include:

  • Create new event files, compile check lists, and input relevant information on appropriate systems
  • To liaise with all sponsors, delegates and speakers in order to ensure that necessary information is communicated and all necessary paperwork is received in line with identified deadlines
  • Handling client queries
  • Co-ordinate with Design, Marketing and Sales with regards to all relevant branding, signage and catalogue information to ensure it is accurate
  • Proof reading event catalogues in conjunction with other departments
  • Maintain and update database as delegates are confirmed - process booking forms, send welcomes and follow up with attendees
  • To evaluate the delegate campaign on an ongoing basis and provide accurate and appropriate information
  • Sourcing of flights, hotels accommodation and all related matters (Visa, Transfers and Exhibitor Fees)
  • Sourcing of AV and any external suppliers (Couriers and Printers)
  • Control and monitor spending costs within the allocation budget
  • Monitor payment liaising with accounts and credit control as required
  • Updating of Ad-hoc travel spreadsheet

Event Management

  • To attend events on behalf of the company as and when required and ensure that the event runs smoothly
  • Co-ordinate with the hotel on-site representative regarding the event coordination
  • To ensure that all the necessary materials are on site to run the event
  • Man the operations office/help desk onsite; act as a company point of contact for all clients
  • Supervise delegate arrivals at venue
  • Collection of any outstanding payments on-site
  • Resolve any problems or challenges arising at the event
  • Liaising with clients on-site
  • Assisting with the dismantling of the event

What you will bring to the table

The Candidate

  • Minimum of 1 years’ experience in event management /customer service
  • Experience working with budgets - maintaining and responding to the events P&L requirements to keep the event on track financially
  • Excellent time management and organizational skills with experience of reporting on activity
  • A working knowledge of another European language is desirable, though not essential
  • High level of IT competency, including word and excel
  • Excellent interpersonal skills - ability to deal with a wide range of people at all levels
  • Accuracy with an eye for detail
  • Flexible team player, with ability to work under pressure
  • Negotiating skills and the ability to build excellent supplier, sponsor and speaker relationships
  • Demonstrated ability to solve problems, manage competing deadlines and prioritise work to meet them.


£21,000 - £25,000 Depending on experience

Required skills

  • Event Management
  • Event Planning
  • Corporate Events
  • Live Events
  • International Events

Reference: 34822238

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