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Operations Specialist

POSITION OVERVIEW

The Operations Specialist works amongst a project team executing a variety of deliverables supporting the Conference Production department. This role requires substantial working knowledge and experience in and of the events industry, with a flair for project management. You can expect to work on everything from data entry to planning menus to contracting lighting designers. No job is too small or too big for our diverse team of Operations Specialists.

QUALIFICATIONS / SKILLS

  • Degree (preferred) or diploma in event management, project management or similar discipline
  • 3+ years in a forward facing role
  • 4+ years of event management experience
  • Superior verbal and written communication skills and business acumen
  • Critical and strategic thinking with the ability to evaluate every aspect of a situation
  • Solution oriented approach and the ability to proactively identify problems and opportunities, and action them appropriately with minimal supervision
  • Adapts to working with different positions on the team when required
  • Works well under pressure, able to meet competing deadlines and work on multiple projects simultaneously
  • A team player who is able to collaborate with a group and who respects and values others perspectives
  • Highly organized and detail oriented
  • Technical event experience, such as basic AV, stage and lighting knowledge
  • Respect the need for confidentiality and the sensitivity of information

RESPONSIBILITIES

  • Budget management: Development, maintenance, reporting, invoicing, and reconciliation
  • Critical path: Strict adherence to project timelines and deliverables
  • Stakeholder management: Interface with stakeholders to facilitate programming and operational needs
  • Programming: Designing custom one-of-a-kind experiences (lunches, dinners, activities, workshops, events, activations, menus)
  • Logistics: Plan and execute all event orders including: transportation, AV, decor, food and beverage, event services (electrical, IT), and signage
  • Decision making: Analytical and effective problem-solving skills
  • Process: Adherence to internal policies and procedures
  • Vendor management: Liaise all aspects of vendor relationships, including RFP and contracting processes, quality control, change orders, and day-to-day communications
  • Contracting: Experience in contracting, negotiation, redlining and closing
  • Administration: Regular and consistent data entry, upkeep, and reporting into the bespoke online management system
  • Communications: Adhere to branding and identity guidelines when composing all internal and external communication
  • Leadership: Help to train and lead onsite support staff
  • Other duties and special projects as may be assigned from time to time
  • Willingness to contribute however possible to ensure the overall effectiveness of position and success of the team
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