Operations Executive - OpenRoom
CloserStill Media – CloserStill Media strives to deliver the best. We’re on a mission to be the most dynamic B2B events and communities business, bringing people together to learn, connect and grow.
WHO WE ARE
Operating across five regions, we power over 200 market‑leading events, publications and brands across Business Technologies, Healthcare, Learning, HR & Education, and Future Transport & Infrastructure. Our teams are diverse, driven, and united by a shared commitment to excellence rooted in ownership, empathy, teamwork, integrity, and determination, empowering employees to shape their own path and create lasting value.
WHO WE ARE LOOKING FOR
We’re seeking a motivated and detail‑oriented Operations Executive to join our growing team. This role is ideal for someone with 1+ years of event experience who thrives in a fast‑paced environment and enjoys creating seamless, high‑quality experiences. You’ll be at the heart of event delivery – working across venues, suppliers, and internal teams to ensure every detail runs smoothly from planning through to onsite execution. The role combines logistics management, supplier liaison, AV and content coordination, and onsite operations leadership. Strong communication skills, excellent organization, and a proactive, solutions‑driven approach are key to success.
THE ROLE
Event Operations
- Act as the main liaison with venue teams pre‑show, onsite, and post‑event.
- Coordinate supplier relationships, including AV, entertainment, catering, and transport providers.
- Manage menu selections, branding placements, and signage requirements.
- Oversee all event logistics, including room layouts, accommodation, transport, and offsite dinners.
Audio Visual (AV) & Speaker Management
- Serve as the main point of contact for AV coordination before and during each event.
- Oversee PowerPoint presentations, ensuring all speaker slides are received, formatted, and ready for use.
- Liaise directly with speakers pre‑show to collect bios, session titles, and presentation materials.
- Conduct pre‑event tech checks with the AV team and speakers to ensure they are confident and comfortable with the setup.
- Manage slide transitions, clickers, timers, and other AV requirements onsite.
- Troubleshoot any last‑minute AV or speaker issues to maintain a professional, seamless delivery.
- Collaborate with the team (where applicable) to align speaker logistics with the programme schedule.
Onsite Delivery
- Lead onsite liaison for venue, suppliers, and AV team.
- Oversee setup of meeting spaces, branding, and registration areas.
- Support hosted buyer and suppliers experience by managing logistics queries and last‑minute requests.
- Ensure schedules, transport, and catering run on time and to standard.
- Conduct onsite staff briefings and coordinate daily function sheets.
- Capture photos and short videos during the event to share with the Marketing team.
Finance & Administration
- Assist in managing event budgets and tracking expenses against forecasts.
- Process supplier payments with the finance team.
- Maintain accurate records of supplier contracts and costs.
- Process speaker payment or any refunds needed with the finance team.
Systems & Collaboration
- Maintain shared documentation and event function sheets for full team visibility.
- Participate in internal meetings to update progress, share learnings, and identify improvements.
ABOUT YOU
- Strong interpersonal and communication skills (both written and verbal).
- Highly organized and able to manage multiple projects simultaneously.
- Calm under pressure and confident dealing with suppliers, speakers, and senior stakeholders.
- A proactive, self‑motivated problem solver with a can‑do attitude.
- Keen attention to detail with a focus on exceptional customer service.
- Previous experience with AV coordination or event operations is highly desirable.
CloserStill Media reserves the right to request a DBS or credit check should the role require it.
DIVERSITY AND INCLUSION
CloserStill Media embraces diversity in all its forms and is committed to continuing to develop a diverse and inclusive environment that encourages collaboration and innovation.
We are an equal opportunity employer. All applicants will be considered for employment based on merit without attention to age, ethnicity, religion or beliefs, sexual orientation, gender identity, family or parental status or disability status.
We are committed to ensuring an inclusive and accessible recruitment process. If you require any reasonable adjustments at any stage, don\'t hesitate to get in touch with our HR team at hr@closerstillmedia.com.
