Event Operations Executive

Job Type: Full Time (37.5 Hours). Fully office based.

Location: London Bridge, Se10hs.

Salary: £28,000 - £30,000 per annum, dependent on experience.

About the company

Akabo Media is a leading publishing and events company specializing in the logistics, supply chain, tolling, robotics, automation, and transport industries. We are committed to delivering high-value content and providing exceptional experiences through our magazines, conferences, awards, and exhibitions.

We have events in the UK, USA, Asia Pacific and the Middle East.

About the position

The Event Operations Executive is a pivotal role within event management, responsible for overseeing and executing the logistical and operational aspects of events. This position includes managing event setups, coordinating staff, liaising with vendors, and ensuring compliance with health and safety regulations.

The Event Operations Executive ensures the seamless execution of events from conception to completion, addressing on-site issues, and delivering exceptional experiences for attendees.

Additionally, this role involves budget management, strategic planning, and decision-making processes to optimise event operations. Success in this role requires strong organisational, communication, and leadership skills, along with the ability to thrive in a fast-paced and dynamic environment.

Core Tasks

• Logistical Coordination: Overseeing all logistical aspects of events, including venue setup, layout planning, equipment rental, and transportation coordination.

• Staff Management: Supervising event staff and support staff to ensure smooth operations during events.

• Vendor Communication: Liaising with vendors, suppliers, and contractors to coordinate services such as catering, audiovisual equipment, decor, and rentals, negotiating contracts and ensuring timely delivery.

• Health and Safety Compliance: Ensuring compliance with health and safety regulations and venue requirements, implementing emergency procedures, and addressing any safety concerns during events.

• On-Site Management: Managing on-site logistics, overseeing event setup and breakdown, addressing any issues or emergencies as they arise, and ensuring a seamless experience for attendees.

• Budget Management: Assisting in budget planning and management, tracking expenses, and optimizing resources to achieve cost-effective event execution.

• Client and Stakeholder Relations: Building and maintaining relationships with clients, sponsors, vendors, and other stakeholders, ensuring their needs are met and expectations are exceeded.

• Problem Solving: Identifying and resolving operational challenges and issues that may arise before, during, or after events, employing quick thinking and creative problem-solving skills.

• Documentation and Reporting: Maintaining accurate records, preparing event reports, and documenting processes and procedures for future reference and improvement.

• Continuous Improvement: Staying updated on industry trends, best practices, and emerging technologies in event management, and implementing innovative solutions to enhance event operations and attendee experiences.

Key Skills

• Education: Bachelor's degree from an accredited university. Preferably in related field such as Event Management

• Previous experience: Demonstrated experience of at least one year in events, operations, or a related field, showcasing familiarity with industry standards and practices.

• Attention to detail: Strong attention to detail and the ability to follow directions meticulously.

• Communication skills: Excellent communication, interpersonal, and analytical skills, coupled with the capacity to work effectively both independently and within a team.

• Adaptability: Demonstrated willingness to learn and highly adaptable to changes.

• Time Management: Strong time management skills, showcasing the ability to prioritise and complete tasks ahead of deadlines.

• Willingness to travel: Readiness to travel both domestically and internationally.

• Organisation skills: High prioritisation and organisational skills with comfortable use of Microsoft Suite (specifically Excel) and new software systems.

• Initiative: Ability to thrive in a fast-paced environment and take initiative with new challenges.

• Customer Service Orientation: Strong customer service mindset with a focus on providing exceptional experiences for event attendees, anticipating their needs, and addressing any concerns promptly and courteously.

• Budget Management: Proficiency in budget planning and management to optimize resources, control costs, and ensure events are executed within financial constraints.

• Teamwork and Collaboration: Collaboration skills to work effectively with cross-functional teams, including event planners, marketing professionals, vendors, and venue staff, to achieve common objectives.

• Tech-Savviness: Strong computer skills.

What we offer

• 20days annual leave increasing to 25 days after one year’s service.
• Paid birthday off and 3 paid days off over Christmas.
• Free Private Medical Insurance & gym membership discounts.
• Group Pension scheme.
• Free Employee Assistance Programme.
• Social & Company events.
• Modern office near London Bridge.
• Opportunity to travel within the UK & internationally (Miami, Brussels, Asia etc).
• Season Ticket Loan.
• Dress down Fridays.
• Training & development opportunities with money contributed towards personal development of your choice.