GlobalData

  • Operations Assistant

    Job Locations UK-London
    Category
    Arts, Design, Entertainment, Sports and Media
    # of Openings
    1
  • Overview

    Arena International Events Group is looking for an Operations Assistant 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.

    What you will do

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

     

    Customer Services

    • To liaise fully with all delegates in order to ensure that necessary information is communicated to clients and all necessary paperwork is received from clients in line with identified deadlines, to include:
    • Courtesy calls to confirmed delegates and speakers
    • Handling client queries

    Administration

    • Process event booking forms on receipt from client company’s via our Sales Order Processing department
    • Create new event files and input all relevant information on appropriate systems
    • Compile checklist for each event
    • Co-ordinate with Design, Marketing and Sales in regards to all relevant branding, signage and catalogue information to ensure accurate
    • Briefing documents, invitations and following up with attendees
    • Guest list management including enquiries
    • Maintain and update database as delegates are confirmed
    • Sourcing of flights, hotels accommodation and all related matters (Visa, Transfers and Exhibitor Fees)
    • Maintenance of full, accurate and up to date documentation, filing and procedures to meet the above
    • Sourcing of AV and any external suppliers (Couriers and Printers)
    • Control and monitor spending costs within the allocation budget
    • Organising and checking arrival of equipment
    • Monitor payment liaising with accounts and credit control as required
    • Updating of Ad-hoc travel spreadsheet

    Event Management

    • Proof reading event catalogues in conjunction with other departments before dispatch of final draft to printers
    • To evaluate the delegate campaign on an ongoing basis with the Operations Managers and provide accurate and appropriate information.
    • To attend events on behalf of the company as and when required
    • Co-ordinate with the hotel on-site representative regarding the event coordination
    • Man the operations office/help desk onsite; act as a company point of contact for all clients and ensuring that all the necessary materials are on site to run the event
    • Supervise delegate arrivals at hotel venue
    • To ensure that the event runs smoothly
    • Collecting of any outstanding payments on-site
    • Resolve any problems or issues arising at the event
    • Liaising with clients on-site in relation to the collection of evaluations forms
    • Assisting of the dismantling of the event

    What you will bring to the table

    • Minimum of 1 year relevant experience
    • Basic experience of 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
    • 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
    • Ability to prioritise, plan and organize workload often with conflicting time constraints
    • Flexible team player, with ability to work under pressure
    • Ability to use initiative and work largely self-directed
    • Basic negotiation skills

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