Senior Operations Executive

The Senior Operations Executive supports the execution of exhibitions by handling logistical and administrative tasks. This role involves coordinating with vendors, monitoring inventory, and assisting in onsite setup to ensure smooth event operations. The executive works closely with the Assistant Operations Manager, providing hands-on support to meet company standards for quality and client satisfaction.

Must Have

• Assist in planning and coordinating administration tasks with internal departments.
• Import exhibitor lists to OEM and coordinate exhibitor log-ins and form completion.
• Export data and share with internal departments (Sales Ops., Marketing).
• Check and correct exhibitor lists and floor plans before move-in.
• Prepare all badges, including parking coupons.
• Support operations team in setting up booths, displays, and equipment.
• Liaise with vendors and suppliers for orders, delivery, and onsite installations.
• Oversee fascia name and booth package details.
• Oversee onsite materials pick-up and delivery schedules.
• Track vendor performance and report issues to Operations Manager.
• Coordinate with suppliers for quality standards of materials, equipment, and services.
• Oversee venue and office setup.
• Oversee stand construction contractors.
• Manage exhibitor service center for fascia name, booth package, and utilities.
• Oversee freight forwarder and onsite materials pick-up/delivery.
• Manage exhibitor service center for hotel lists.
• Work with Senior Operation Manager to develop and manage event budgets.
• Track expenditures and control costs to maintain profitability.
• Ensure compliance with financial policies and reporting requirements.
• Provide actual cost post-event.
• Act as client contact for administration (OEM) before onsite.
• Act as onsite client contact, resolving issues or reporting to Assistant OPS MGR.
• Report incidents of Health, Safety & Security (HSS) on provided platform.
• Bachelor’s degree.
• 1-2 years of experience in event coordination, logistics, or operations support.

Good to Have

• Familiarity with event management software

Perks & Benefits

• Welcoming culture with in-person and online social events
• Walk the World charity day
• Active diversity and inclusion networks
• Up to four days per year for volunteering with charity match funding
• Career development with bespoke training and learning
• Mentoring platforms
• On-demand access to thousands of courses on LinkedIn Learning
• Support for internal job moves
• Annual leave plus a birthday leave day
• Ability to work from (almost!) anywhere
• Flexible range of personal benefits
• Company funded, private medical cover
• ShareMatch scheme to become an Informa shareholder with free matching shares
• Strong wellbeing support through EAP assistance and mental health first aiders
• Recognition for great work with global awards and kudos programmes
• Opportunity to collaborate with international teams

Company Description

Informa Markets, a division within Informa, creates global platforms for industries. We organise over 500 large-scale branded and transaction-oriented events in 14 specialist markets. These are typically not-tobe-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.

Job Description

This role is based in our Ari Hills Building Office

Job Summary:

The Senior Operations Executive plays a key role in supporting the execution of exhibitions, handling essential logistical and administrative tasks to ensure smooth event operations. Working closely with the Assistant Operations Manager, the Senior Operations Executive coordinates with vendors, monitors inventory, and assists in onsite setup, providing hands-on support to ensure each event meets company standards for quality and client satisfaction.

Key Responsibilities:

1. Logistics & Coordinate

• Assist in planning and coordinating with Event, Sales Ops. Marketing and Finance in part of administration tasks.
• Import exhibitor list to OEM and coordinate with exhibitor to log-in and fill in the form
• Export data and share to internal department (Sales Ops., Marketing)
• Check and correct exhibitor list and floor plan before moving in
• All badge preparation included parking coupon
• Support the operations team in setting up booths, displays, and equipment according to floor plans and client requirements.

2. Vendor & Supplier Coordination

• Liaise with vendors and suppliers to confirm orders, coordinate delivery schedules, and manage onsite installations.
• Oversee fascia name, booth package
• Oversee onsite materials pick-up and delivery schedules
• Track vendor performance and report any issues or delays to the Operations Manager.
• Coordinate with suppliers to ensure quality standards are met for materials, equipment, and services provided.
• Oversee venue and Office set up
• Oversee stand construction contractors
• Fascia name / booth package / exhibitor service center
• Oversee utility contractors: Booth package / exhibitor service center
• Information Classification: General Oversee freight forwarder and snsite materials pick-up / delivery
• Exhibitor service center: Hotel list for select for official hotel

3. Budget & Financial Assistance

• Work with the Senior Operation Manager to develop and manage budgets for assigned or each event, tracking expenditures, and controlling costs to maintain profitability.
• Ensure compliance with financial policies and reporting requirements, collaborating closely with the finance team.
• Provide actual cost post-event.

4. Client Relations & Customer Service

• Act as contact for clients before onsite in administration part (OEM)
• Act as a point of contact for clients onsite and resolving issues promptly or report to Assistant OPS MGR.

5. Health, Safety & Security / Sustainability event

• Reports on incidents of HSS provided platform

Qualifications

• Education: Bachelor’s degree
• Experience: 1-2 years of experience in event coordination, logistics, or operations support, preferably within exhibitions or trade shows.
• Skills:
• Strong organizational skills with attention to detail and accuracy.
• Good communication and interpersonal skills for working with vendors, clients, and team members.
• Ability to multitask and work in a fast-paced, deadline-driven environment.
• Basic knowledge of budgeting and expense tracking.
• Proficiency in MS Office Suite and familiarity with event management software is a plus.

Additional Information

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 diversity and inclusion networks
• 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: annual leave plus a birthday leave day and the chance to work from (almost!) anywhere
• A flexible range of personal benefits to choose from, plus company funded, private medical cover
• A ShareMatch scheme that allows you to become an Informa shareholder with free matching shares
• Strong wellbeing support through EAP assistance, mental health first aiders and more
• Recognition for great work, with global awards and kudos programmes
• As an international company, the chance to collaborate with teams around the world

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.

See how Informa handles your personal data when you apply for a job here