Operations Executive - Conferences
At Informa Markets
Job Description:
-Ensure all allocated operational
tasks are carried out on a timely basis according to individual project plans
and within deadlines
-Ensure all preferred suppliers,
venues and Event Teams are kept fully up to date with event information to an
agreed frequency schedule
-Assist with the implementation of
internal and external Service Level Agreements
-Ensure you are working within the
company’s H&S, Security & Sustainability guidelines at all times
-Email management and content
collection: speaker bios, headshots and accreditation related materials for
accreditation submission and upload on the digital event platform
-Update content for delegate
workbooks (syllabi), collate relevant information from Conference Producers and
accreditation bodies
-Manage event expenses and invoice
payments where applicable, update budget & invoice trackers
-Under the guidance of senior team
members produce onsite documentation including temp staff briefings, conference
layouts, speaker welcome packs, staff handbooks including safety information,
etc
-Participate at events (digital
& live), performing ad hoc duties as instructed by senior team members
-Co-ordinate new starter process
and inductions with Operation Managers
-Attendance at any required
meetings, minute & action taking for distribution
-Digital Events:
Schedule rehearsals &
recordings
-Train speakers: Share platform,
audio & video guidelines with speakers, moderators and sponsors
-Perform audio & video sound
checks during rehearsals, recordings and digital ‘live’ webinars
-Monitor and address technical
questions from speakers and online audience during live webinars
-Digital event platform
management: Review front- and backend data for accuracy (conference programme,
speaker details, streaming links), platform testing and trouble shooting
-Upload conference content
(conference programme, speaker details, whitepapers) on the digital event
platform
-Run regular webinars for
different event verticals and sponsors
-Assist in updating how-to-guides,
FAQs and online resources for speakers, moderators and delegates
-Assist with post-event reporting
and analysis through collection and recording of requested data
-Perform any other duties
commensurate with the grade and level of responsibility when requested by
senior members of the team
Job Requirements:
-
6-12 months
experience in an administrative role within the conference production or event
management industry
-
Experience and/or understanding of the conference industry
-
Excellent time management and organisational skills
-
Accurate and precise attention to detail
-
Comfortable working with multiple teams: in-house and remote
-
Ability and willingness to travel to events as required
-
Collaborative with the ability to work autonomously
-
Optimistic and calm when under pressure
-
Ability and willingness to work additional hours and over the weekend if
required to deliver an event
Skills required
-
Intermediate to advanced skills in Microsoft Office, especially Excel
and Word
-
Strong interpersonal, oral and written skills in English
-
Forward thinking, solution-minded problem solver, flexible and pragmatic
-
Fluent in Arabic & English, any other language would be appreciated
Desired
- Bonus: Previous experience with Event Management, Professional Congress Organisers, Digital/Event Marketing
- Bonus: Experience with digital platforms such as swapcard, streamyard,
GoToWebinar, On24, MS Teams Live and / or Zoom
- Bonus: Experience with SAP