Head Of Event Operations

About The Role

Our client is looking for a Head of Event Operations for our US based events to join our welcoming, diverse, and growing team based here in New York. Successful candidate will be responsible for leading the Event Operations US team in delivering over 16 events per year.

Responsibilities for this role are:

• Accountable for all US based events: lead the US Event Operations team in their delivery for all events

• Develop and communicate event timelines to the event operations team

• Provide regular feedback and updates on event progress to Global Head of Event Operations and Associate Directors

• Collaboration with Directors, Associate Directors, Conference Producers, Business Development Directors and the Global Head of Event Operations to ensure quality of delivery of our events

• Champion best practice processes and constantly seek to improve delivery where required

• Full responsibility of budget management and post event P&L’s including post event reconciliation

• Achieve budget goals through close monitoring of revenue and expenses. Work closely with all departments to ensure spending is within budget

• Process all invoices to ensure prompt payment and facilitation of post-event P&L accounts

• Full negotiation & execution of all venue contractual agreements.

• Creation of RFP documentation, origination of site-visits and venue recommendations for all PEI INC/LLC events.

• Manage third party vendors such as App developers, AV, caterers, photographers, printers, designers, etc.

• Manage physical assets of the conference department including laptops, monitors, stands, archives, AV equipment etc.

• Mange the customer service team in the US to ensure the delegate registration process for each event is accurate and up to date

• Collaborate with marketing team to ensure the conference websites are accurate and up to date

• Develop and communicate event timelines to the event operations team

• Management of the CPE/CLE accreditation program

• Actively work with sponsorship sales to ensure all negotiated deliverables

• Onsite management of event before and during conference; work with event venues and manage onsite staff

• Oversee the onsite experience including registration area, signage, meal functions, customer service, event production in the plenary, stream rooms etc.

• Post-event reporting on onsite experience and best practices

About You

Qualifications & Experience

The ideal candidate will have:

• 10+ years of relevant experience, within a B2B conference and/or exhibition business of which at least 4 years’ experience managing a team of 6+ members

• Event qualifications are desirable but not necessary

• Possess strong onsite leadership skills as well as excellent communication skills across different stakeholders

• Essential: Experience managing a team of event operations coordinators and manager, allocation of workload and resourcing experience.

• Experience with developing and coaching teams

• Experience working with a range of internal & external stakeholders

• Essential: Financial management experience of events (budgets/P&L’s,

oversight on revenue figures)

• Essential: Experience with event sponsorship along with good knowledge of event marketing, design & production of event collateral, event website management, delegate registration, event logistics & operations, on-site event management and post event analysis.

Personal Attributes

Successful candidates will demonstrate:

• Practical and resourcefulness with the ability to communicate in a calm and diplomatic way with various stakeholders

• Be a strategic and experienced senior event professional but with the capability to be “hands-on & sleeves rolled up” for team, both pre event and onsite

• Comfortable leading an events operations team and must be a strong all-rounder with experience of staff management and allocation of workload & resourcing

Benefits

• Medical coverage options include prescription coverage and vary by insurance carrier

• Matched 401K

• 24 days PTO annually

• Paid sick days annual

• Flexible and hybrid working options

• Career progression support

• Family friendly policies

• Employee Assistance Program offering free/low-cost resources PEIHP