Event Operations Manager

2 months ago

Dubai, United Arab Emirates Spartan Arabia Full time

**The Opportunity**:
The Event Operations Manager is responsible for leading the team involved in the production of our events and ensuring the overall operational success of our races across the whole region.

**Onsite responsibilities**:

- Ensure the production team is set. up for success by effectively planning the operations from A-Z on all events.
- Aim to dovetail effectively with the Race Director (RD) without creating conflict or split leadership. Handle issues as they arise so as to ensure RD and production crew can focus on main goal of executing a quality event.
- Able to manage various personalities in challenging and stressful environments and deal with HR related issues on behalf of the company.
- Maintain a positive working relationship with. the venue, local municipal departments and authorities, and vendors to ensure a long-term relationship and successful event while keeping the company's best interests in mind.
- Ensure the overall health, wellness and happiness of the team on the ground.
- Respond to operational problems as well as pro-actively working to prevent problems.
- Coordinate with internal and external marketing, media and timing team to ensure all parties have relevant information and required resources in advance, alongside access and materials as required.
- Coordinate any Arabic speaking supporters parties for the event e.g. police, medical, parking team, municipality staff, etc.
- Manage the critical relationships around the events at a high level - venue owners, municipality and government members, etc.
- Final approval of any 'on the ground' changes to parking layout, festival layout and racecourse layout to be closely collaborated and communicated with the RD to ensure delivery of safe and quality product.

**Offsite responsibilities**:

- Site visits to support planning of events, as needed. During site visits, requirements involve operational assessments of venues and preparing preliminary planning documentation in order to ensure good venue selections.
- Establish government, municipality and venue relationships to ensure all required approvals for the events are obtained and good working relationships with all parties. Secure all permits and permission letters as required.
- Provide guidance and direction with respect to event designs and planning. Working in collaboration with RD to make sure RD has all the necessary information and resources to successfully execute the events.
- Work closely with RD to assist in designing and producing all necessary maps associated with the event - festival, race course, kids course, parking plan, security plan, zone maps, medical access routes.
- Collaborate closely with the RD to. ensure all design decisions. are communicated effectively to the event and are executed correctly.
- Work with the Managing Director to determine an operations budget for each event and ensure delivery of the events within the set budget.
- Build the operations t team, approving all hires to the team and setting the scope of work and deliverables for each member. The Operations Manager is the line. manager for all. staff. working in event operations. As such, the Operations Manager should handle HR issues in the first regard.
- Approval of all event related procurement - purchases, hires, temporary staffing, etc. Reporting all financial implications to the Managing Director.
- Secure hired services and vendors as needed (security, parking, garbage management, bananas food trucks)
- Overall responsibility for the material inventory associated with the events - everything from obstacles to tents to tolls - working closely with production team to ensure good management of inventory and effective future procurement as required.
- Responsible for coordinating and booking all flights, accommodation and rental vehicles for the production crew. Coordinating with the Managing Director on any relevant sponsorship or partnerships in this area.
- Responsible for shipping of all materials to the events (including medals, t-shirts, merchandise and the shipping containers). Manage the relationship with the logistics partner to ensure timely delivery.
- Responsible for producing and securing all relevant documentation associated with shipping.
- Generally always focused one race ahead - whilst RD. is producing an event day on the ground, have an eye a few weeks and months ahead to make sure deadlines are met.

**Qualifications**:

- Proven leadership experience of multidisciplinary teams under stressful environments.
- Working as a project manager, operations manager, or in the event space.
- Ability to multitask in a fast paced environment
- Able to work productively with mínimal direction and oversight yet still meet company standards.
- Be proficient with Microsoft Office Suite and cloud based computing software packages (Google Drive, BOX, etc)
- Flexibility in working 12-18+ hour days in outdoor, adverse conditions for extended periods of time.
- Willingness an

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