Operations Generalist

Operations Generalist - French

Job Summary

The Operations Generalist offers vital support throughout the exhibition cycle. They assist with a range of general exhibition duties including but not limited to pre-show administration and managing onsite requirements for all team members, supporting conference logistics and programme management team. The Operations Generalist will work closely with all functions and systems to provide effective and efficient support that contributes to the delivery of our exhibitions.

We want individuals who demonstrate initiative, an inquisitive mind, an obsession with making things better, a passion for solving puzzles, the humility to laugh at themselves, the willingness to ask for help when they are over their heads, and the ability to deal (healthily) with multiple projects, tight deadlines, and demanding partners.

Hard/technical, soft skills and complimentary skills
- A passion for exhibitions and events
- Intermediate knowledge and strong experience in Microsoft Word, Excel and PowerPoint
- Strong analytical, quantitative and deductive reasoning skills
- A strong ability to organise and prioritise workload - and demonstrate a solid competency for multi-tasking
- The ability to work in a fast-paced environment and remain calm when under pressure
- They are committed team player who also has the ability to work independently and take the initiative
- Strong communication skills - articulate verbal and written capabilities - with the ability to communicate with many different nationalities and cultures
- Accuracy and attention to detail
- The ability to embrace change and an enthusiasm to participate in a culture of continuous improvement in all areas of their work
- A confident common sense approach to problem solving and is quick to understand who/what is required to solve any issues
- A positive, enthusiastic and proactive approach to their role and responsibilities on a day-to-day basis

Qualifications/Requirements:

- Ability to meet deadlines within budget and under pressure
- Strong time and project management skills
- Excellent copywriting and verbal communication skills
- Strong experience in online
- Experience in an event / exhibition background would be an advantage
- Online content management / web skills an advantage
- Experience in digital and social media marketing an advantage- Event operations experience would be an advantage
- Proficient in English and German or French

Conference & Seminar Execution
- Content gathering - Collating of content, speakers' information, presentations needed for the website.
- Includes managing of different trackers/spreadsheets. Download and clean-up of gathered materials for post-show support as needed.
- Event moderation - Creation of template for virtual platforms, hosting webinars and live shows,
- moderating different platforms for virtual events, coordination with Demand Marketing, website audit.- Upload content / seminar materials - Uploading all gathered content to the back end of the website and virtual platforms as needed.

Operations Administration
- Checking of stand plans while following the event's stand building regulations
- Setup and update stand check system
- Maintain and update all online show manuals- Manage all exhibitor lists and floorplan distribution
- Manage stand plot distribution
- Vendor Management / Liaise with 3rd party vendors on various matters such as, but not limited to; AV feature & digital signage order, catering, crates, floral, furniture, hi-vis jackets, radios, IOSH / health & safety training, IT & comms, temp staff - and many others
- Chasing of service order forms and other contractor / exhibitor requirements such as, but not limited to; Artworks, nameboard list, stand package details, certificate of insurance, public liability certificate
- Manage trackers and maintain show folder management - Health & safety files, contractor on-site information, smartsheet workspace setup - supplier order trackers
- Liaising with show team and venue operations for meeting room bookings and organiser office requirements.

Operations Support- Sales support and process - manage sales entries, quotations and invoices
- Upload show logo, addendum, rules and regulations, and indemnity documents to sales tools
- Manage barter process - chase invoices, credit notes, create Pos, liaise with credit control, complete new supplier forms
- Rebooking Support - supporting the Sales Team with capturing interest for the next Event Edition - this may include contracting onsite using automated or manual contracting systems and/or managing all incoming booking forms/enquiries
- Manage supplier compliance documents - Supplier set-up, Master Service Agreements, Schedule of Work, and drafting other legal documents
- Manage exhibitor services such as but not limited to - Exhibitor badges, generate and distribute exhibitor zone credentials, responding to exhibitor general inquiries.
- Post and Shipping - managing all ou