Operations Specialist

About Informa Markets

We organize over 500 large-scale branded and transaction-oriented events in 14 specialist markets. These are typically not-to-be-missed annual events where buyers and sellers build relationships, see and show products and do business. We also provide year-round online platforms where companies showcase their businesses and products and buyers conduct research, generating valuable leads, and we provide data and digital content that supports the flow of knowledge and transactions in markets. 

• Oversee all event management shipping/receiving of materials to event site including: distribution of shipping instructions, mailing labels, collection of tracking information, and onsite procedures for receiving freight. Responsible for the ordering and shipping of show supplies.
• Assist with the coordination of assigned event signage as necessary to include collection of content, submission, editing approval of signage proofs, and onsite placement/removal. 
• Assist with the coordination,  preparation, and workflow of work orders pertaining to all event service providers, including but not limited to: electrical, internet, venue services, decorator services, audio-visual services, office equipment, etc. to ensure a smooth and orderly move-in/out of the event. Responsible for communicating approved designs to all necessary team members.
• Assist with the coordination, preparation, and workflow of work orders pertaining to event service security plan within a specified area.
• Coordinates exhibitor needs with the internal CAD team, sales staff;
• Assists with layouts of floor plans for specific expositions to ensure proper exhibitor placement, good traffic flow, adequate areas for exhibitor service, and compliance with safety and facility requirements.
• Responds to exhibitor questions regarding their participation and ensures exhibitors are adhering to event rules and regulations.
• Responsible for the timely creation and compilation of the exhibitor service manual and any other exhibitor services correspondence required, including deadline reminders.
• Collaborate with marketing team and vendors to organize and enhance exhibitor communications via event website, e-mail, and webinars.
• Manage and respond to all sponsor customer service correspondence related to the execution of their sponsorship, including: shipping information, required logo collection, and communication of any required production specifications. Manage related orders and expenses including: onsite banners and signage locations, sponsored sessions and events, tote bag giveaways, etc.
• Work in conjunction with program committee chairs and the internal content team to manage speakers, content information, and program budgets including all incoming and outgoing speaker correspondence (contracts, payments, travel details, event updates/deadlines, audiovisual requests, and registration inquiries). Work in conjunction with internal content teams to ensure speaker compliance as it pertains to the speaking guidelines.
• Assist with the production of onsite printed materials and oversee creation and tabulation of event evaluations to determine attendee satisfaction and speaker’s performance. Assist in and post-conference follow-up with speakers and attendees. (Specific to UBM Amer. /Not Fashion)
• Coordinate and maintain historical data on all conferences as well as specific aspects of the conference. (Specific to UBM Amer. /Not Fashion)
• Develop and maintain a variety of reports on a weekly/monthly/annual basis. Data entry as needed. Manage the flow of change sheets.
• Assist in maintaining and updating meeting and exhibit databases.
• Provide budget management assistance within their respective area to include preparing and organizing estimates/projections, invoice review and follow-up keeping current records within the event expense tracker. Preparing vouchers and check requests to process event payments and acquiring appropriate payment approval.
• Arranges all travel and hotel accommodations for necessary event participants and staff

• Four-year college degree or related work experience
• Entry level - 1-3 years experience in hotel and/or banquet operations, sales, or facilities administration.
• Must have strong interpersonal, time management, and organizational skills, with the ability to multi-task
• Must be highly detail-oriented, with problem-solving and conflict management abilities.
• Must have a working knowledge of personal computers and MS Office and cost management.

 OTHER KEY SUCCESS ATTRIBUTES:

• Strong customer-service orientation.
• Excellent verbal and written communication skills.
• Prior knowledge of publishing, trade shows and/or marketing a plus.
• Experience with hotel and/or banquet sales or facilities management and planning.
• This job description sets out the duties of the position at the time that it was drawn up. Such duties may vary from time to time without changing the general character of the duties or level of responsibility entailed.

 ENVIRONMENTAL FACTORS AND PHYSICAL REQUIREMENTS:

• While performing the duties of this job, the employee is regularly required to use hands to finger, handle or feel objects, tools or controls (operate a computer and other office equipment); reach with hands and arms; and talk or hear, balance, stoop, kneel, crouch or crawl.
• The employee may be required to occasionally lift up to 25 pounds. 
• Required to unpack boxes at show site, placing signage at show site, which could include climbing ladders and heavy walking activity. 
• The noise level in the work environment is usually quiet, although show attendance will have higher noise levels.
• Extensive travel (air and/or ground) is required, up to 25%.

We offer:

• Competitive Compensation Package
• Access to LinkedIn Learning and other development/training opportunities
• Health and Wellness Benefits (medical, dental, eye)
• 401K and Matching
• Employee Stock Purchase Program
• Generous PTO policy
• Work-life balance
• Additional discounts through various partnerships

We know that sometimes the 'perfect candidate' doesn't exist, and that people can be put off applying for a job if they don't fit all the requirements. If you're excited about working for us and have most of the skills or experience we're looking for, please go ahead and apply. You could be just what we need! We believe strongly in the value of diversity and creating supportive, inclusive environments where our colleagues can succeed.  As such, Informa is proud to be an Equal Opportunity Employer.  We do not discriminate on the basis of race, color, ancestry, national origin, religion, or religious creed, mental or physical disability, medical condition, genetic information, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity, gender expression, age, marital status, military or veteran status, citizenship, or other protected characteristics under federal, state or local law.