Operations Executive - Egypt
Cairo

Job Reference: --009011

Location: Cairo

Closing Date: 31/12/2019

Department: IM - EMEA - Egypt

Division: Informa Markets

Operational duties 

  • Ensure all preferred suppliers, venues and Show teams are kept fully up to date with show information, e.g. floorplans and exhibitor lists to an agreed frequency schedule;
  • Organise, produce and maintain content for exhibitor manuals, collate relevant order forms, or web links from suppliers and venues.
  • Sending out timely ‘deadline form reminders’ to exhibitors and / or working closely with Customer Service team in creating the Exhibitor newsletter content.
  • Schedule collection and delivery of all freight and equipment to / from the office to the various venues for shows
  • 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
  • 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.
  • Implementation of operational sponsorship deliverables
  • Create and issue PO’s upon request and update budget & invoice trackers accordingly
  • Participate at events onsite where requested, performing ad hoc duties as instructed by senior team members such as setting up office (s).
  • Assist with post-event reporting and analysis through collation and recording of requested data.
  • 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

  • Attendance at any required meetings, minute & action taking for distribution
  • Arrange travel and accommodation bookings when requested, in line with set Operations budget.
  • Manage expenses and invoice payments where applicable
  • 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
  • Arrange internal Operations Team events and training at the request of Senior Management
  • Action stationery and IT orders for the Operations Team
  • Co-ordinate new starter process and inductions with Operations Managers
  • Ensure all allocated operational tasks are carried out on a timely basis according to individual project plans and within deadlines.
  • Ensuring you are working within the company’s H&S, Security & Sustainability guidelines at all times
  • Assisting with the implementation of internal and external Service Level Agreements.
  • Perform any other duties commensurate with the grade and level of responsibility when requested by senior members of the Operations team

 

Background knowledge, skills & experience

Essential

  • Able to demonstrate a proactive approach and take initiative, anticipating needs
  • Strong time management and organisational skills; can work to tight deadlines, able to prioritise and manage several different tasks at the same time
  • Excellent interpersonal, oral and written skills in English with additional languages highly beneficial
  • IT confident and able to work with various systems; including, but not limited to, excellent Outlook, Word, Excel, PowerPoint skills
  • Ability and willingness to travel to events as required

 

Desirable

  • 6-12 months experience in an administrative role
  • Experience and/or understanding of the events industry
  • Ability and willingness to work additional hours if required to deliver an event

 

Behavioural competencies

  • Professional customer focused attitude; ability to stay calm and patient under pressure
  • Forward thinking, flexible and able to trouble shoot
  • Positive attitude, Confident team player with a creative and innovative approach
  • Strong attention to detail

 

 

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