Company Description
Our purpose is to champion the specialist. Through hundreds of powerful brands we work with businesses and professionals in specialist markets, providing the connections, intelligence and opportunities that help customers grow, do business, make breakthroughs and take better informed decisions. Informa is listed on London Stock Exchange and a member of FTSE 100, with over 11,000 colleagues working in more than 30 countries.
Informa Markets creates global platforms for industries, specialist markets and customers to trade, innovate and grow, delivering over 550 events annually, specialist digital content and actionable data solutions.
Job Description
The Role
Working with the whole Operations team, the Operations Executive is responsible for providing general support to Operations in the planning and executing their allocated physical, digital and hybrid events throughout the year along with supporting the team where required onsite at the events themselves.
Operational Duties
Ensure all preferred suppliers, venues and Show teams are kept fully up to date with show information, e.g. floorplans and exhibitor lists to an agreed frequency schedule
Organise, produce and maintain content for exhibitor manuals, collate relevant order forms, or web links from suppliers and venues.
Sending out timely ‘deadline form reminders’ to exhibitors and / or working closely with Customer Service team in creating the Exhibitor newsletter content.
Schedule collection and delivery of all freight and equipment to / from the office to the various venues for shows
Manage all pre-show packing, research and ordering of equipment and services such as radios, stationary, wristbands, PPE, as well as onsite welfare for the show teams & official contractors
Under the guidance of senior team members produce onsite documentation including staff briefings, exhibitor lists, floor plans, welcome packs, staff handbooks incl. safety information etc.
Support the Digital Operations team with the delivery of Digital events, webinars and conferences when allocated
Implementation of operational sponsorship deliverables and content collection
Create and issue PO’s upon request and update budget & invoice trackers accordingly
Participate at events (digital and physical onsite) where requested, performing ad hoc duties as instructed by senior team members such as setting up office(s)
Assist with post-event reporting and analysis through collation and recording of requested data
Assist various teams such as Customer Service, or clients directly, with answering of operational exhibitor queries where applicable
General team support & additional areas of responsibility
Attendance at any required meetings, minute & action taking for distribution
Arrange travel and accommodation bookings when requested, in line with set Operations budget
Manage expenses and invoice payments where applicable
Create and maintain show specific project plans in the agreed format for review & sign off by individual Operations Managers on an event by event basis
Arrange internal Operations Team events and training at the request of Senior Management
Action stationery and IT orders for the Operations Team
Ensure all allocated operational tasks are carried out on a timely basis according to individual project plans and within deadlines.
Ensuring you are working within the company’s H&S, Security & Sustainability guidelines at all times
Assisting with the implementation of internal and external Service Level Agreements.
Perform any other duties commensurate with the grade and level of responsibility when requested by senior members of the Operations team
Qualifications
Qualities needed for the role
Able to demonstrate a proactive approach and take initiative, anticipating needs
Strong time management and organisational skills; can work to tight deadlines, able to prioritise and manage several different tasks at the same time
Excellent interpersonal, oral and written skills in English with additional languages highly beneficial
IT confident and able to work with various systems; including, but not limited to, excellent Outlook, Word, Excel, PowerPoint skills
Ability and willingness to travel to events as required
Desired Skills
6-12 months experience at Operations Executive level within the event management industry
Working knowledge and/or understanding of the exhibition industry, venues and contractors
Ability and willingness to work additional hours if required to deliver an event
Bonus: Experience with digital platforms such as Swapcard, On24, MS Teams Live and/or Zoom
Additional Information
Qualities needed for culture fit
Professional customer focused attitude; ability to stay calm and patient under pressure
Forward thinking, flexible and able to trouble shoot
Positive attitude, Confident team player with a creative and innovative approach
Strong attention to detail
We know that sometimes the ‘perfect candidate’ doesn’t exist, and that people can be put off applying for a job if they don’t fit all the requirements. If you’re excited about working for us and have most of the skills or experience we’re looking for, please go ahead and apply. You could be just what we need! We believe strongly in the value of diversity and creating supportive, inclusive environments where our colleagues can succeed. As such, Informa is proud to be an Equal Opportunity Employer. We do not discriminate on the basis of race, color, ancestry, national origin, religion, mental or physical disability, medical condition, genetic information, sex (including pregnancy, childbirth, and related medical conditions), gender identity, age, marital status, citizenship, or other protected characteristics under federal, state or local law.
This role may also be available on a flexible working or part time basis – please ask the Talent Acquisition team for more information.