Operations Associate

We’re part of Informa, a global business with a network of trusted brands in specialist markets across more than 30 countries, and a member of the FTSE 100.

Our purpose is to connect our customers to information and people that help them know more, do more and be more. No other company in the world helps more people share professional knowledge or make business connections.

We run around 800 events each year, create digital platforms based on engaging news and information content, and operate professional development programmes for individuals and businesses.

This role is based in our NY Office.

Reporting to the Senior Operations Manager, the Operations Associate will be responsible for the complete operational management and full budgetary control of a group of industry leading physical events globally, ensuring achievement of the desired profit margin, accurate execution of conference responsibilities and elevated levels of customer satisfaction.

PRINCIPAL ACCOUNTABILITIES

• Manage end-to-end delivery of 8-12 events each year of varying size, format, and complexity, across a range of geographies.  
• Support internal event venue and date selection and negotiate favorable terms for venue contracts, in partnership with the Venue Sourcing Manager.
• Source, negotiate and contract with suppliers.
• Liaise with venues and suppliers on all event requirements and pre-planning tasks.
• Develop creative solutions for new event revenue streams.
• Prioritize customer satisfaction and attention to customer needs, along with a high level of responsiveness to external clients.
• Compile relevant information for clients, inclusive of but not limited to, clear instructions on submitting required materials to us, access times on the day of the event, venue information, networking platform information.
• Manage event hotel blocks and the overall room booking process.
• Execute on contracted sponsorship benefits in conjunction with venues, suppliers and clients.
• Sign off on event signage and other event collateral.
• Organize staffing plans and requirements for each event, including task allocation, travel and accommodation booking.
• Create, update, and forecast the event budgets throughout the event planning process, and manage approval and subsequent payment of all venue and supplier invoices.
• Project manage own events onsite, on both the setup day(s) and event day(s).

• 1-3 years of proven experience in Event Operations managing small- or medium-scale conferences and exhibitions.
• Experience working on events in a corporate environment, to include both operational management and budget control.
• Involvement or experience in venue and supplier contracting and negotiation, or similar transferrable experience.
• Strong multi-tasking and prioritization skills and ability to work on several projects simultaneously.
• Exceptional attention to detail.
• Understanding of risk policies affecting events and event risk management.
• Proactive attitude, with willingness to take initiative.
• Ability to identify problems, perform research and evaluate/present solutions creatively and innovatively.
• Self-management – i.e., accountability and ownership of assigned tasks.
• Willingness to share knowledge and experience with other team members and offer support to colleagues as needed.  
• Ability to travel up to 10-15% of the time (approximately once per month), either locally for events in NYC, domestically, or potentially internationally.
• Proficiency in Microsoft applications (Word, Excel, Outlook, Teams).

We believe that great things happen when people connect face-to-face. That's why we work in-person with each other, or with customers and partners, three days a week or more. When you’re not spending time together in one of our offices or other workplaces – like at an Informa event – you get the flexibility and support to work from home or remotely.

We work hard to make sure Life at Informa is rewarding, supportive and enjoyable for everyone. Here’s some of what you can expect when you join us. But don’t just take our word for it – see what our colleagues have to say at LifeAt.Informa.com

Our benefits include:

• Great community: a welcoming culture with in-person and online social events, our fantastic Walk the World charity day and active colleague groups and networks promoting a positive, supportive, and collaborative work environment
• Broader impact: take up to four days per year to volunteer, with charity match funding available too
• Career opportunity: the opportunity to develop your career with bespoke training and learning, mentoring platforms and on-demand access to thousands of courses on LinkedIn Learning. When it’s time for the next step, we encourage and support internal job moves
• Time out: 15 days PTO rising to 20 after three years and 25 after six years, plus 10 national holidays, a birthday leave day and the chance to work from (almost!) anywhere for up to four weeks a year
• Competitive benefits, including a 401k match, health, vision and dental insurance, parental leave and an ESPP offering company shares at a minimum 15% discount
• Strong wellbeing support through EAP assistance, mental health first aiders, free access to a wellness app and more
• Recognition for great work, with global awards and kudos programs
• As an international company, the chance to collaborate with teams around the world

The salary range for this role is $60,000- $70,000 based on experience.   

This job posting will expire on 04/04

We’re not solely focused on a checklist of skills. We champion energy and ambition and look for colleagues who will roll their sleeves up, join in and help make things happen. If it sounds like a match and you have most – although not all – of the skills and experience listed, we welcome your application.

If you would like to request reasonable adjustments or accommodations to assist your participation in the hiring process and, or in the advertised position, please inform the appropriate Talent Acquisition Partner for the role once they have been in touch. Your request will be reviewed and considered in confidence. At Informa, you'll find inclusive experiences and environments where all perspectives and backgrounds are welcomed. As part of this approach and our diversity and inclusion commitments, we are also formally an Equal Opportunities Employer. This means we base decisions on relevant qualifications and merit and do not discriminate on the basis of key characteristics and statuses, including all of those protected by law. Ask us or see our website for full information.

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