Event Operations Manager

Centaur Media
15 February 2018
15 March 2018
Vacancy Filler
Job Function
Account Handling
Contract Type
Contract, Freelance, Temporary
The Forum for Expatriate Management (FEM) is the premier worldwide community for Global Mobility professionals. Our mission is to distil best practice across regions, industries and functions while providing valuable networking opportunities for knowledge sharing and program support. Through our multi-platform of content and events we are able to encourage dialogue and enable mobility professionals to unite, learn and grow.


Purpose of Role

The job holder is responsible for managing the event lifecycle and delivering the full portfolio of events for the Forum for Expatriate Management. To produce summits, awards and conferences across the EMEA, APAC and AMERICAS regions. This includes venue sourcing and negotiating contracts, budget management and cost savings, project managing the annual calendar of events critical timelines, management and training of events assistant, managing onsite logistics and venue / supplier management on all event days.

The ideal candidate would have at least 3 years' experience in the events industry at event manager level or higher. The candidate will need to be competent at populating and managing budgets, sourcing venues and reviewing contracts from both venues and suppliers, managing full operational planning of conferences, summits and award ceremonies.

The candidate will need to ‘hit-the-ground-running' and have the ability to learn fast on the job and work autonomously, be highly accurate and efficient, and used to working in a fast paced environment with strict deadlines. Impeccable admin skills (excel databases, word, mail merge etc.) are a necessity, with the ability to communicate to senior level key clients and maintain positive relationships with our new and repeat sponsors throughout the event calendar. 

Events in 2018 will be held in Amsterdam, San Diego - California, Singapore and London. Our events take place during the week, so travel at weekends either side is sometimes required.

The role includes (but is not limited to):

  • Budget management, negotiating with venues and suppliers and delivering cost saving initiatives
  • Venue sourcing, reviewing legal contracts and financial commitments
  • Planning and maintaining conference, exhibition and gala dinner floorplans
  • Sourcing suppliers around the world to get most cost effective resource (suppliers include, but not limited to: exhibition contractors, AV, signage, printers, shipment logistics, temporary staffing agencies, award host agents)
  • Full on site event management - specific responsibilities include: managing full logistics with venue manager, AV team and other contractors, managing the full FEM team to follow the onsite running order, managing exhibitor/sponsor queries and issues, managing seamless live award presentations
  • Writing and managing critical date event timelines, task lists and co-ordinating the event assistant, commercial, content and marketing managers on FEM to ensure their delivery fits with the timelines
  • Working to competing deadlines (managing the event assistant of their event tasks) whilst working with various time zones simultaneously
  • First point of contact for exhibitors / sponsors, speakers and delegates regarding event logistics to include implementing the logistic delivery of sponsor packages
  • Collating and proofing content for event materials / literature, exhibitor and sponsor liaison
  • Database management to include award databases, sponsor/exhibitor, speaker and delegate databases
  • Dealing with incoming enquiries for events and corresponding with exhibitors, sponsors, speakers, contractors, entrants, judges, table bookers and sponsors
  • Working on the production of dedicated Awards websites/web pages for each event as appropriate, collaborating with the marketing and design teams, web specialists, and integrating Sitefinity/Eventsforce functionality as necessary
  • Building registration sites for all events and creating online reporting systems
  • Writing and briefing in all event collateral and signage to internal design team and producing with printers local to each region
  • Organising shipments and deliveries to / from events
  • Travel to ALL the events with the event assistant and to be on duty to cover both the current time zone where the event is running, and any necessary UK responsibilities
  • Booking of flights, accommodation and administrating visa applications and other travel needs for full onsite FEM team

Key Skills & Knowledge


  • Minimum of 3 years' experience in events industry at event manager level (to include managing corporate award ceremonies and conferences)
  • Experience of managing a direct report (of either event assistant or coordinator level) 
  • Management of operations budgets, venue contracts and suppliers


  • Experience in global events
  • Experience with Content management systems (e.g. event registration sites i.e. ‘Eventsforce')
  • Knowledge of global mobility industry

Key Competencies

  • Attention to detail
  • Multitasker
  • Financial acumen
  • Negotiation skills
  • Ability to function efficiently with competing deadlines
  • Flexible approach and attitude to work with the ability to operate in various time zones
  • Fast learner
  • Working autonomously
  • Accurate in delivery with a pressurised work load
  • Motivated and enthusiastic
  • Team Player
  • Proactive and able to apply initiative in a fast passed environment
  • Highly articulate, excellent communicator and fantastic customer service skills
  • Confident traveller and ability to be away from home for up to a week at a time 4 times throughout the event calendar (March - November)

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