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Event Operations Specialist

7 days ago

Pasig, National Capital Region, Philippines ExpoCentric Marketing Inc. Full time

About the Role:

We are seeking a highly organized and detail-oriented Event Operations Specialist to join our team. As an Event Operations Specialist, you will play a critical role in ensuring the smooth execution of events from planning to execution.

Your primary responsibility will be to coordinate event logistics, including venue management, catering, and vendor coordination. You will also be responsible for managing event timelines, tracking progress, and identifying potential risks and opportunities.

In addition, you will work closely with cross-functional teams, including marketing, sales, and operations, to ensure seamless event execution. You will also be responsible for maintaining accurate records, reporting, and data analysis.

Key Responsibilities:

  • Pitching and Sign-off: Coordinate with internal stakeholders to finalize event details, including pitching decks and sign-offs.
  • Production Drawings and Artwork: Manage production drawings, artwork, and other visual elements required for events.
  • Pack List and Handover: Ensure all necessary materials and supplies are packed and ready for handover to event staff.
  • Ordering Site Services and Purchase Orders: Coordinate with vendors to arrange site services, such as rigging, catering, and equipment rental.
  • Determining Project Changes: Collaborate with project managers to identify and implement changes to event plans.

Additional Responsibilities:

  • Managing Venue Database: Maintain accurate records of venues used for events, including capacity, amenities, and logistical information.
  • Hubspot Database Management: Ensure Hubspot database is up-to-date and accurate, reflecting event history, client interactions, and campaign performance.
  • Other Internal Databases Relevant for Project Updates: Monitor and maintain other relevant databases, providing timely updates to stakeholders.
  • Project Status Reporting: Provide regular project status reports to account managers and stakeholders, highlighting successes, challenges, and areas for improvement.
  • Analyzing Risks and Opportunities: Identify and assess potential risks and opportunities, recommending mitigation strategies and solutions.
  • Help Preparing Budgets: Assist in preparing budgets for events, ensuring alignment with company financial goals.
  • Ensuring Client Needs Are Met: Collaborate with clients to understand their needs and preferences, delivering tailored event experiences that meet their expectations.
  • Other Duties as Assigned: Perform other tasks as assigned by management, contributing to the overall success of the team.

Requirements:

  • Bachelor's Degree: A bachelor's degree in business or related field of study.
  • 3+ Years of Experience: 3+ years of experience in a related field to events and exhibits, preferably in a coordinator or operations role.
  • Verbal, Written, and Presentation Skills: Exceptional verbal, written, and presentation skills, with the ability to communicate effectively with diverse stakeholders.
  • Knowledge of File Management: Knowledge of file management, transcription, and other administrative procedures, with the ability to maintain accurate records.
  • Ability to Work on Tight Deadlines: Ability to work under pressure, meeting tight deadlines and handling multiple tasks simultaneously.
  • Teamwork and Multitasking: Strong teamwork and multitasking skills, with the ability to prioritize tasks and manage time effectively.
  • Organizational Skills: Solid organizational skills, including attention to detail, time management, and goal-oriented mindset.
  • CRM Experience: Experience with CRM systems, preferably HubSpot, with the ability to analyze data and drive business decisions.
  • Microsoft Applications: Competency in Microsoft applications, including Excel, Word, PowerPoint, and Outlook.

Working Location:

Please note that this position requires occasional travel and working at various locations. If you are offered this position, you will be required to provide your own transportation and accommodation arrangements.