Events Operations Specialist

Please see details below for the Events Operations Specialist job role and complete the form at the bottom to submit your application.

Location

Bedford

Hours

Full-time

Employment type

Permanent

We're seeking a dedicated and experienced Events Operations Specialist to join our team. You will play a pivotal role in supporting our Ceremony Managers to ensure that our graduation gowning and photography services are delivered to our celebratory standard. This position is hands-on, requiring excellent organisation and a proactive approach, with occasional long working days.

Responsibilities:

  • Ensure the successful setup and delivery of on-site services, managing logistics, and providing support for up to 12-hour working days.

  • Collaborate with various event stakeholders to ensure seamless event execution.

  • Manage logistics for events, including creating events in the system, managing responses, responding to queries in a timely manner, sending instructions, and managing the events email inbox.

  • Coordinate with clients hosting events to ensure appropriate rooms are booked, carrying out site visits as required.

  • Liaise across teams to ensure events are delivered accurately and on time, with issues flagged proactively for prompt solutions.

  • Set up event rooms according to the provided layouts and ensure core event materials are accurately prepared using existing templates.

  • Manage on-site crew and provide clear instructions for room setup within 3-4 hours.

  • Organise and maintain equipment on-site and in the office, including regular checks, stock management, and courier coordination.

  • Oversee specific warehouse activities when required, ensuring stock accuracy and assisting with loading and unloading for events.

  • Maintain event planners and calendars throughout the year, updating relevant parties on event requirements.

  • Network and liaise with clients and customers during events, ensuring a high-standard experience.

 

Role Focuses:

  • Demonstrated skills in managing time effectively, with excellent communication and organisation.

  • Technical proficiency in internet setup, power routing management, and system operations.

  • Strong problem-solving skills with a positive attitude and ability to work in high-pressure environments.

  • Ability to identify and advise on improvements in on-site service delivery.

  • Self-management abilities with a proactive, hands-on, and operational understanding.

  • Management experience with student helpers or similar roles.

 

Experience:

  • A minimum of 12 months of experience in a similar role, preferably in an events background.

  • Technical capabilities with internet, power, and system management.

  • Experience working with external agencies and managing stock logistics.

  • Proficiency in creating and maintaining event plans, calendars, and spreadsheets.

 

If you're an experienced events professional with a passion for delivering exceptional event experiences and have the required skills, we'd love to hear from you. Join our team and help us create memorable events!