Senior Operations Executive

3 weeks ago

Riyadh, Ar Riyāḑ, Saudi Arabia Tahaluf Company Full time

Tahaluf is rewriting the events playbook. Its purpose is transformational, its DNA digital, and its ambition unprecedented. Tahaluf is scaling to further increase its lead as the largest B2B Live and On Demand Events organiser in Saudi Arabia: by SQM, Attendance, Colleagues and Revenue.

To scale at this pace requires impeccable local partners, and Tahaluf is proud to enjoy the support and partnership of several Government and Non-Government Organisations that are at the apex of Saudi's B2B and B2C large scale events scene. In fact, our partners do not just support the expansion of live events in the Kingdom; they are also the partner of choice for heavyweights like Apple, Amazon and AliBaba.

Be part of something BIG Building on the success of record-breaking tech event LEAP, the most attended tech event in the world, Tahaluf is making a huge impact on the global events sector. Tahaluf is bringing iconic Informa brands to the Kingdom of Saudi Arabia, including Cityscape Global, which celebrated record-breaking participation at its debut Saudi edition and award-winning cyber-security event Black Hat.

Join our ambitious and highly committed team, who are not afraid to push boundaries and disrupt the status quo. Be ready to be thrown in at the deep end, taking on large-scale projects from day one, under the guidance of a supportive leadership team who will encourage your personal development and offer you new opportunities.

Job Function

Project Management

The Senior Operations Executive is charged with supporting the Conference Operations Manager(s) on the operational delivery of their allocated events.

You will be a highly organised, self-motivated and efficient individual, with the ability to work under your own initiative to meet deadlines and targets, as well as working towards operational process synergy across a variety of EMEA event verticals simultaneously.

What you will do
  1. Delivery of various tasks, as allocated by the Operations Manager, in support of running various sized exhibitions across EMEA.
  2. Create and maintain show specific project plans in the agreed format for review & sign off by individual Operations Managers on an event by event basis.
  3. Create and issue PO's upon request and update budget & invoice trackers accordingly.
  4. Managing and maintaining floor plans, and exhibitor queries relating to them as required.
  5. Creating, maintaining, and delivery of required schedules such as: catering, electrics, furniture, signage, rigging, temporary staff requirements etc.
  6. Design and production of simpler system built feature areas, where required.
  7. Delivery of all operational sponsorship deliverables, contras, and specials, in co-operation with the sales team where appropriate.
  8. Coordinate and manage temporary staff, both onsite & pre show, by producing show specific briefs and giving onsite inductions.
  9. Day to day liaison with internal Event teams, venues, contractors, suppliers and exhibitors.
  10. Work alongside other Team members to compile post event reports and analysis through collation and recording of requested data.
  11. Manage all pre-show packing, research and ordering of equipment and services such as radios, stationary, wristbands, PPE, as well as onsite welfare for the show teams & official contractors.
  12. Under the guidance of senior team members produce onsite documentation including staff briefings, exhibitor lists, floor plans, welcome packs, staff handbooks Inc. safety information etc.
  13. Assist various teams such as Customer Service, or clients directly, with answering of operational exhibitor queries where applicable General team support & additional areas of responsibility.
  14. Attendance at any required meetings at the request of the Operations Manager, minute & action taking for distribution.
  15. Arrange travel and accommodation bookings when requested, in line with set Operations budget.
  16. Ensuring you are working within the company's H&S, Security & Sustainability guidelines at all times.
  17. Assisting with the implementation of internal and external Service Level Agreements.
  18. Perform any other duties commensurate with the grade and level of responsibility when requested by senior members of the Operations team.
Qualifications
  1. You must have independently and successfully managed operations on multiple large events to a consistently high standard.
  2. Experience of managing, supporting & developing multiple line reports simultaneously.
  3. You will possess a good working knowledge of the exhibition industry & venues as well as a great working relationship with all official contractors.
  4. Effective communication skills – being able to liaise with Operations team members as well as working with & reporting to Director Level individuals throughout the portfolio(s).
  5. Familiarity with good procurement practices.
  6. Excellent interpersonal skills and the ability to inspire and motivate others, thinking outside the box for creative solutions.
  7. Ability to anticipate problems and/or put contingency plans in place.
  8. A proven ability to work to tight deadlines, with attention to detail under pressure is a pre requisite.
  9. Willingness and ability to travel / work across differing time zones especially within the EMEA region.
  10. Proven knowledge of exhibition H&S Guidelines and implementation.
  11. Computer literate and proficient in the use of commonly used business software and project management software.
  12. Effective verbal and written English.
  13. IOSH Managing Safety Certificate (or equivalent) as a minimum.
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