• Event Operations Executive

    Job Locations UK-London
    # of Openings
  • Overview

    Arena International Events Group is looking for an event Operations Executive to join its expanding team. Arena International is part of a growing global media group which produces publications, websites, reports and events.


    This is a fantastic opportunity to gain experience in operations across a wide range of B2B events. Arena International, part of the GlobalData Group, runs over 80 international conferences and forums every year, with a thriving programme that is always expanding.


    We manage over 100 events per year and staff will benefit from the opportunity of working on multiple event formats:

    • Conferences – 2 day events with exhibitions
    • Forums – 121 business meeting model (informally known as speed dating for business)
    • Awards – High profile industry recognised award ceremonies
    • Private dining and bespoke events

    In addition to supporting GlobalDatas marketing efforts staff also can benefit from being associated with a business intelligence centre including access to our intelligence centres to help accelerate learning
    Everything is run in house enabling you to work on a truly cross functional team

    What you will do

    The Role


    To provide a comprehensive operations service for the International Events business by coordinating and managing all processes and procedures associated with running events.


    Key Responsibilities


    to include:

    • Create new event files, compile check lists, and input relevant information on appropriate systems
    • To liaise with all sponsors, delegates and speakers in order to ensure that necessary information is communicated and all necessary paperwork is received in line with identified deadlines
    • Handling client queries
    • Co-ordinate with Design, Marketing and Sales with regards to all relevant branding, signage and catalogue information to ensure it is accurate
    • Proof reading event catalogues in conjunction with other departments
    • Maintain and update database as delegates are confirmed – process booking forms, send welcomes and follow up with attendees
    • To evaluate the delegate campaign on an ongoing basis and provide accurate and appropriate information
    • Sourcing of flights, hotels accommodation and all related matters (Visa, Transfers and Exhibitor Fees)
    • Sourcing of AV and any external suppliers (Couriers and Printers)
    • Control and monitor spending costs within the allocation budget
    • Monitor payment liaising with accounts and credit control as required
    • Updating of Ad-hoc travel spreadsheet

    Event Management

    • To attend events on behalf of the company as and when required and ensure that the event runs smoothly
    • Co-ordinate with the hotel on-site representative regarding the event coordination
    • To ensure that all the necessary materials are on site to run the event
    • Man the operations office/help desk onsite; act as a company point of contact for all clients
    • Supervise delegate arrivals at venue
    • Collection of any outstanding payments on-site
    • Resolve any problems or challenges arising at the event
    • Liaising with clients on-site
    • Assisting with the dismantling of the event

    What you will bring to the table

    The Candidate

    • Minimum of 1 years’ experience in event management /customer service
    • Experience working with budgets - maintaining and responding to the events P&L requirements to keep the event on track financially
    • Excellent time management and organizational skills with experience of reporting on activity
    • A working knowledge of another European language is desirable, though not essential
    • High level of IT competency, including word and excel
    • Excellent interpersonal skills - ability to deal with a wide range of people at all levels
    • Accuracy with an eye for detail
    • Flexible team player, with ability to work under pressure
    • Negotiating skills and the ability to build excellent supplier, sponsor and speaker relationships
    • Demonstrated ability to solve problems, manage competing deadlines and prioritise work to meet them.




    £21,000 - £25,000 Depending on experience


    Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
    Share on your newsfeed