Operational Specialist
4 weeks ago
About VAP Group :
We are a global Blockchain, AI and Crypto consulting firm with multiple solutions for our clients including Marketing & PR, Media House, Staffing & Recruitment, Events among others. The Global Blockchain Show is a launch event under the VAP Group umbrella.
We are seeking an experienced and detail-oriented Event Operations Specialist to oversee the planning, coordination, and execution of our events. The successful candidate will be responsible for ensuring seamless event logistics, managing on-site operations, and delivering exceptional event experiences for attendees, sponsors, and partners. The Event Operations Manager will work closely with cross-functional teams to ensure the successful implementation of events from conception to post-event evaluation.
Key Responsibilities:
Event Planning and Logistics:
- Collaborate with the event marketing and production teams to understand event objectives, requirements, and desired outcomes.
- Develop comprehensive event operational plans, including timelines, staffing, vendor coordination, equipment setup, and facility management.
- Source and manage vendors, negotiate contracts, and ensure timely delivery of services and materials.
On-Site Management:
- Oversee all aspects of event execution on-site, ensuring that event spaces are set up according to plan and that all technical and logistical elements are functioning smoothly.
- Manage event staff and volunteers, providing clear instructions, training, and support throughout the event.
- Address any operational issues or emergencies that may arise during events in a calm and effective manner.
Stakeholder Communication:
- Serve as the main point of contact for event vendors, partners, and internal teams, fostering strong communication and collaboration.
- Coordinate with marketing and content teams to ensure proper signage, branding, and collateral are in place.
Budget Management:
- Develop and manage event budgets, tracking expenses, and ensuring adherence to financial guidelines.
- Provide regular budget updates to leadership and make recommendations for cost optimization.
Quality Assurance:
- Implement quality control measures to ensure all event components meet established standards and deliver a consistent, positive experience.
- Gather feedback from attendees, sponsors, and partners to identify areas for improvement and implement corrective actions.
Post-Event Evaluation:
- Lead post-event debriefs to assess event successes and areas for improvement.
- Analyze event data, attendee feedback, and operational performance metrics to generate comprehensive post-event reports.
Qualifications and Skills:
- Bachelor's degree in Event Management, Hospitality, Business, or a related field. Relevant certifications are a plus.
- Proven experience (5+ years) in event operations, production, or related roles.
- Strong project management skills with a track record of successfully managing complex events.
- Excellent organizational skills and attention to detail.
- Exceptional problem-solving abilities and the capacity to manage unexpected challenges.
- Effective interpersonal and communication skills to collaborate with diverse teams and stakeholders.
- Proficiency in event management software and tools.
- Ability to remain composed under pressure and make quick decisions in fast-paced environments.
- Flexibility to work irregular hours, including weekends and evenings, during event periods.
- Understanding of health and safety regulations and risk management in event planning.
- Leadership qualities and the ability to motivate and lead event teams.
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