Events Operation Executive

Who we are… GlobalData is a specialist information services business on a mission to help our clients decode the future, make better decisions and reach more customers. Using our unique data, expert analysis and innovative solutions we deliver intelligence on the world’s largest industries for companies, government organisations and industry professionals.  We began our journey in 2016, by combining a diverse range of specialist information services companies, with decades of trusted customer relationships and deep sector specialisms. Today, we operate as a single company and one fully integrated platform, with more than 3,500 colleagues worldwide, across 20+ industries, delivering value for over 5,000 customers. The role… Arena International Events Group is looking for an experienced Operations Executive who is eager to grow their skills and take the next step in their career. This role is ideal for people with 1-2 years of experience B2B events and aspires to become experienced professionals managing a team and a range of events across our global portfolio. Arena International Events, part of the GlobalData Group (a leading Business Intelligence FTSE250 company), runs over 80 international conferences and forums every year, with a thriving programme that is always expanding. We are looking for a Operations Executive to provide a comprehensive operations service for the international events business by coordinating and managing all processes and procedures associated with running events. What you’ll be doing… 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

Liaison with speakers to receive all their biographical information

Handling client queries Administration Process event booking forms on receipt from client companies 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 regarding all relevant branding, signage and catalogue information to ensure accurate

Create briefing documents/invitations and follow 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)

Compile event catalogue/delegate packs for all attendees in-line with deadline requirements

Maintenance of full, accurate and up to date documentation, filing and procedures to meet the above

Sourcing of AV and any external suppliers (Lanyards and Printers)

Control and monitor spending costs within the allocation budget; finalising event costs with reviewing supplier invoices and preparing event hotel commissions 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 and provide accurate and appropriate information to Head of Operations

To attend events on behalf of the company as and when needed

Co-ordinate with the hotel on-site representative about 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

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 we’re looking for… Minimum of 3-5 years’ experience in B2B commercial events

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

Meticulous attention to detail

Process driven, resilient and resourceful to deliver successful events depending on specific requirements including design, catering, AV and event technology, signage onsite, liaison with guests etc.

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 self-directed

Have a can-do solution-oriented attitude

Negotiation skills In addition to a rewarding career, we support our GlobalData colleagues with a range of benefits across health, finances, fitness, travel, tech and more. To find out more about the roles and benefits on offer in your region, visit (url removed) GlobalData believes strongly in the value of diversity and creating supportive, inclusive environments where our colleagues can succeed. As such, we are proud to be an Equal Opportunity Employer. GlobalData is determined to ensure that no applicant or employee receives less favourable treatment on the grounds of gender, age, disability, religion, belief, sexual orientation, marital status, race, or is disadvantaged by conditions or requirements which cannot be shown to be justifiable. #LI-HYBRID #LI-UD1