Arena International Events Group is looking for an experienced Operations Executive who is eager to grow their skills and take the next step in their career. This role is ideal for people with 1-2 years of experience B2B events and aspires to become experienced professionals managing a team and a range of events across our global portfolio. Arena International Events, part of the GlobalData Group (a leading Business Intelligence FTSE250 company), runs over 80 international conferences and forums every year, with a thriving programme that is always expanding.
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
Customer Services
* To liaise fully with all delegates in order to ensure that necessary information is communicated to clients and all necessary paperwork is received from clients in line with identified deadlines, to include:
* Courtesy calls to confirmed delegates
* Handling client queries
Administration
* Process event booking forms on receipt from client company's via our Sales Order Processing department
* Create new event files and input all relevant information on appropriate systems
* Compile checklist for each event
* Co-ordinate with Design, Marketing and Sales in regards to all relevant branding, signage and catalogue information to ensure accurate
* Create briefing documents/invitations and follow up with attendees
* Maintain and update database as delegates are confirmed
* Sourcing of flights, hotels accommodation and all related matters (Visa, Transfers and Exhibitor Fees)
* Compile event catalogue/delegate packs for all attendees in-line with deadline requirements
* Maintenance of full, accurate and up to date documentation, filing and procedures to meet the above
* Sourcing of AV and any external suppliers
* Control and monitor spending costs within the allocation budget; finalising event costs with reviewing supplier invoices and preparing event hotel commissions
* Monitor payment liaising with accounts and credit control, if required
Event Management
* Proof reading event catalogues in conjunction with other departments before dispatch of final draft to printers
* To attend events on behalf of the company as and when required
* Co-ordinate with the hotel on-site representative regarding the event coordination
* Man the operations office/help desk onsite; act as a company point of contact for all clients and ensuring that all the necessary materials are on site to run the event
* Supervise delegate arrivals at hotel venue
* To ensure that the event runs smoothly
* Resolve any problems or issues arising at the event
* Assisting of the dismantling of the event
The Candidate
Minimum of 1-2 years' experience in B2B commercial events
Oversee the specific event budget
Ability to prioritise, plan and organize workload often with conflicting time constraints
Excellent time management and organizational skills with experience of reporting on activity
High level of IT competency, including word and excel
Excellent interpersonal skills - ability to deal with a wide range of people at all levels
Meticulous attention to detail
Process driven, resilient and resourceful to deliver successful events depending on specific requirements including design, catering, AV and event technology, signage onsite, liaison with guests etc.
Flexible team player, with ability to work under pressure
Ability to use initiative and work self-directed
Have a can-do solution oriented attitude
Negotiation skills
What you'll get in return?
25 days annual leave
A day off for your birthday
Volunteer days
Defined contribution pension scheme
Cycle scheme and season ticket loans
Access to a recognised e-learning provider to pursue both career related and personal interests
Referral bonuses
Personal discounts
Development support from management team.
Exceptional career progression. We are scaling up and ever evolving. If you work hard and do well - with their help and support - there are no limits to your progression
