Senior Operations Executive (Hosted Buyer Team)
- Location: Brighton and Hove
- Working hours: 35 hours per week with a great flexible working policy (hybrid working with a minimum of 3 days in the office)
- Salary: Up to £40k DOE
Who are IMEX?
We deliver two vibrant trade shows each year for the global meeting and events industry. IMEX Frankfurt and IMEX America (Las Vegas) each attract over 15,000 participants every year. We facilitate face-to-face business meetings between exhibitors (who include international hotel chains, convention bureaux, destination management companies and tech providers) and meeting and event planners. Our popular education programs of 250-plus sessions are a highly valued part of the show experience.
We live and breathe our values and love where we work! We're so excited we've been ranked top 10 in the Sunday Times Best Places to Work Awards 2026 for the second year in a row, which we’re extremely proud of!
Job Purpose:
The Hosted Operations Senior Executive is responsible for owning and delivering core operational workstreams across hotel planning, CRM management, financial reconciliation, data integrity, and systems development. Operating with a high level of autonomy, the role ensures the operational readiness of Hosted Operations across all IMEX cycles.
As a subject matter expert, the Senior Executive leads allocated projects, proactively identifies risks and improvements, manages cross-functional communication, and ensures operational processes are delivered accurately, on time, and to a high standard. The role requires strong decision-making capability, excellent organizational skills, and the ability to influence outcomes across internal teams and external suppliers. The role is data specific and requires high attention to detail and excellent Microsoft excel skills.
Key Responsibilities:
Operational Ownership & Planning
- Own key Hosted Operations workstreams, delivering operational requirements across planning, delivery, and post-show cycles.
- Manage the rolling operational schedule, ensuring all Hosted Ops deadlines (CRM, hotel contracting, allocations, transport, system checks) are met.
- Act as the primary operational liaison with internal stakeholders (Customer Service, Finance, IT, Hosted Buyer teams) on Hosted Ops deliverables.
Hotel Planning, Contracting & Allocations
- Lead the operational aspects of hotel contracting administration, ensuring all contract information is accurately maintained in relevant systems.
- Manage hotel allocation processes, including forecasting demand, identifying risks, and making informed recommendations for adjustments.
- Own the rooming list cycle and Passkey setup/monitoring, proactively resolving issues and communicating impacts.
- Oversee hotel inbox management, ensuring timely and accurate responses, escalations and trend reporting.
RM, Data Integrity & Operational Reporting
- Own CRM data accuracy for Hosted Operations, ensuring go-live milestones, validation windows and deadlines are met.
- Maintain high-quality data across all Hosted Ops workstreams, ensuring reliability for reporting and audit purposes.
- Analyse operational data trends to support forecasting, highlight risks, and provide commercially insightful recommendations.
- Act as a CRM super-user, contributing to system enhancements and workflow improvements.
Ground Transportation & On-site Logistics
- Support operational delivery for the ground transportation workstream, working alongside the Hosted Operations Manager.
- Produce, validate and distribute transport manifests, ensuring accuracy and operational feasibility.
- Manage parking passes, taxi vouchers and additional onsite logistics, identifying and resolving discrepancies proactively.
- Coordinate supplier communications and identify changes or efficiencies to improve delivery.
Financial Management & Reconciliation
- Own the end-to-end reconciliation process for hotels, ground transport and related costs, ensuring invoices are accurate and aligned with Finance requirements.
- Investigate and resolve cost discrepancies, working directly with suppliers and internal teams.
- Provide analysis of cost drivers, highlighting opportunities for improved forecasting or cost efficiencies.
System Testing, Validation & Continuous Improvement
- Act as a lead tester for systems used in Hosted Operations, supporting new releases, improvements and operational readiness checks.
- Identify and champion opportunities for process and system improvements that enhance efficiency and data accuracy.
- Work collaboratively with IT and system providers to refine workflows, ensuring Hosted Operations requirements are clearly represented.
Visa, Flights & Supporting Projects
- Oversee the visa support process by assisting Customer Service with the timely and accurate production of visa letters.
- Own and manage the flights research project, providing relevant insights to support Hosted Operations planning.
Communication, Collaboration & Stakeholder Management
- Provide clear and timely communication to internal teams, ensuring operational risks, dependencies and issues are visible and understood.
- Build strong working relationships with hotel partners, transport suppliers, and internal stakeholders, representing IMEX professionally.
- Support knowledge sharing within the team and contribute to a collaborative, solutions-focused culture.
Skills & Experience Essential
- Experience in an operations, coordination or project-focused role within events, travel,
- hospitality, or other complex, deadline-driven environments.
- Demonstrable experience owning and managing workstreams with minimal supervision.
- High level of attention to detail with proven ability to maintain data accuracy across systems and documentation.
- Confident managing CRM or data-driven systems, including meeting go-live deadlines and running validation checks.
- Strong Excel skills, including analysing and reconciling large datasets (e.g. using Pivot tables, VLOOKUP’s etc)
- Strong organizational capability, including managing multi-stage schedules, deadlines and overlapping priorities.
- Clear and confident communicator, able to engage effectively with colleagues, suppliers, and stakeholders.
- Proven problem-solving ability with a proactive and solution-oriented mindset.
- Ability to work independently during peak operational periods and make informed decisions within agreed parameters.
Desirable
- Experience with Passkey or equivalent accommodation management systems.
- Experience in ground transportation logistics or operational delivery.
- Exposure to system testing, user acceptance testing, or operational readiness checks.
- Knowledge of the business events industry or hotel procurement processes.
- Experience with visualization reporting software such as Power BI
- Experience using AI based tools such as Co-pilot
Person Specification
- Self-motivated, reliable and highly organized.
- Demonstrates strong self-management, including emotional regulation, prioritization and ownership.
- Skilled communicator with active listening, effective questioning and clear articulation.
- Logical thinker with strong critical analysis skills, able to make evidence-based decisions.
- Collaborative team member who contributes positively to shared outcomes and supports colleagues.
- Adaptable and comfortable with change, ambiguity and evolving operational requirements.
- Proactive, solutions-focused and committed to continuous improvement.
- Professional, positive and excited by IMEX values and culture.
Senior Operations Executive (Hosted Buyer Team) in Brighton employer: IMEX
IMEX is an exceptional employer located in the vibrant city of Brighton and Hove, offering a dynamic work environment that prioritises flexibility with a hybrid working policy. Employees benefit from a strong culture of collaboration and continuous improvement, alongside opportunities for professional growth within the global meetings and events industry. With recognition as one of the top 10 Best Places to Work by the Sunday Times, IMEX fosters a supportive atmosphere where team members are encouraged to thrive and contribute to meaningful projects.
StudySmarter Expert Advice🤫
We think this is how you could land Senior Operations Executive (Hosted Buyer Team) in Brighton
✨Get a Taste of the Scene
Try visiting local eateries and asking if they have any full-time positions available. Many hospitality jobs aren’t advertised online, so popping in for a chat can give you an edge and show your enthusiasm!
✨Network at Food Festivals
Food festivals and culinary events are buzzing with industry connections. Attend these to meet restaurateurs and other food service pros; you never know who might be looking for their next star employee!
✨Show Off Your Skills
Create a short video showcasing your cooking or customer service flair. Post it on social media or even send it directly to places you want to work at, like IMEX. It’s a fun way to stand out and demonstrate what you bring to the table!
✨Reach Out Directly to IMEX
Don't be shy about reaching out to IMEX directly through their website. Express your interest in available roles and attach your CV, showing your genuine eagerness to be part of their team. Personal touches can go a long way!
Some tips for your application 🫡
Show Off Your Service Experience:In the hospitality-food-service world, your experience is key! Make sure to highlight any previous roles you've had in restaurants, cafes, or catering. We want to see your customer service skills shine, so include specific examples where you went above and beyond for clients.
Certificates Matter:If you’ve got any relevant certifications, like food safety or bartender training, flaunt them! They can really set you apart from the crowd and show us your dedication to the industry. Just make sure to mention them clearly in your CV or cover letter!
Craft a Genuine Cover Letter:Take the time to write a personal cover letter that reflects your passion for hospitality. Share why you’re excited about IMEX and how your skills can contribute to our team's success. We're after that genuine connection!
Highlight Your Team Spirit:In full-time roles, teamwork is everything! Emphasise your ability to work collaboratively in busy environments. Mention any experiences where you’ve effectively collaborated with colleagues or managed conflicts — it's just as important as your technical skills!
How to prepare for a job interview at IMEX
✨Show Your People Skills
In hospitality, customer service is everything! Be ready to showcase examples of how you've engaged with customers positively. Maybe you turned a tough situation around or went that extra mile for a guest—let’s hear those stories!
✨Know Your Menu Inside Out
Expect some technical questions about food and drink, especially if you're applying for a kitchen or service role. Brush up on the menu items, including ingredients and any potential allergens. If you’ve got any favourite dishes or cocktails, have a little something prepared to discuss, too!
✨Demonstrate Your Team Spirit
Hospitality thrives on teamwork, so think of examples where you've worked well with others in a fast-paced environment. Be prepared to discuss what makes a great team member and how you contribute to a positive working vibe. They’re looking for that 'good fit!'
✨Get Ready for a Practical Test
In full-time food service roles, don’t be surprised if they want to see your skills in action. Whether it's serving a table or prepping a dish, be mentally prepared for a practical test during the interview. Practice makes perfect—a little dry run with friends could give you the edge!
