Operations Assistant

Overview

To assist and support the Operations Team in organising our portfolio of conferences, awards, and exhibitions, and any new products or launches.

This is a great opportunity for a self‑motivated and ambitious individual looking to develop skills within the exhibitions industry and offers great progression.

Responsibilities

• Ensure professional and first‑class customer communications (exhibitor/sponsor/contractor) always.
• Pre‑show and on‑site exhibitor liaison and support via phone and email, dealing with incoming enquiries in a timely and efficient manner.
• Be the first point of contact for exhibitors, and support via phone and email.
• Create and deliver an effective communications plan for exhibitors, in collaboration with the Operations and Marketing teams.
• Manage scheduled communication to go out at key stages of the event process regarding all logistical details, as relevant to the programme format and customer needs.
• Manage the onsite Organiser's Office onsite (where required), and that all materials needed are printed and distributed amongst the team in a timely manner.
• Management of exhibitor and contractor databases; assist in the processing & confirmation of exhibitor information and monitor exhibitor responses to ensure all necessary information is received on time.
• Assist in the production of the exhibitor manual, including reviewing current content and researching information relevant for that specific event.
• Updating and maintaining show floor plans.
• Assist with Exhibitor Days and Exhibitor Online Drop‑In sessions, as required.
• File all relevant documentation on the shared drive.
• Support with Purchase Order creation.
• Attend relevant training as required, including health & safety.
• Adhere to Ops processes as best practice and support the development of processes where appropriate.
• Manage Salesforce and Operational processes – including creating and keeping up to date with event Ops CPAs.
• Successfully create, update and monitor stand and event inventory.
• Externally – communicate proficiently with external/international contractors, sponsors, exhibitors and venues.
• Internally – interact effectively with fellow team members and other office departments.
• Assist with travel and accommodation requirements (as required).
• Evening functions venue research and support.
• Research potential sponsorship items.
• Co‑ordinate on‑site freight requirements.
• General administration and ad‑hoc projects.
• Comply with the company's Health & Safety Policy.

Qualifications & Skills

• Excellent written and verbal communication skills.
• Ability to work under pressure and to deadlines.
• Flexibility – required as the post includes travel and out of hours work relating to events.
• Willingness and ability to travel to countries in Asia, Africa, Europe, North America.
• Work calmly under pressure in a busy, fast‑paced, and agile environment.
• Good team player: able to work well in a team.
• Organised and methodical, with high attention to detail.
• Good at multitasking and working on different events/projects at the same time.
• Good problem solver.
• Good communication skills: can communicate clearly and concisely with different communities and groups.
• Basic knowledge of MS Office Suite and/or the use of general IT equipment.
• Customer focused – put the customer at the heart of everything we do.
• Team player – ability to work well in a team as well as independently.
• Harding working – strong work ethic representing our industry leading brands.
• Studious – desire to learn and embrace best practice.
• Respectful – demonstrate consistency and reliability in all areas.
• Collaborative – display open communication and innovation.
• Proactive – take initiative on opportunities and test your ideas.
• Efficient – display excellent time management and prioritisation.
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