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HRtechX
Actively hiring

Event Operations Coordinator

Workplace
On-site
Commitment
Full-time
Posted
Location
London, United Kingdom

This role offers you the opportunity to own the operational standard of every conference we run. You will be responsible for the end-to-end execution of 10 European private equity conferences a year - venues, suppliers, on-site teams, and the experience itself. You will manage supplier research and negotiation, plan sponsored VIP events and logistics, support the internal team, and organize a 40-person volunteer team. The role is based in London and involves travel to conferences overseas.

Responsibilities

  • Supplier Research and Management:
  • Source, compare, and find the best suppliers for various event needs.
  • Conduct thorough research to identify potential suppliers for add-ons, branding materials, and other event requirements.
  • Negotiate contracts and terms with suppliers to ensure cost-effectiveness and high-quality services.
  • Maintain positive relationships with suppliers, addressing any issues or concerns.
  • Budget review and management to ensure all changes are raised ahead of time.
  • Event Planning:
  • Planning sponsored VIP events, lunches, dinners, and after-hours activities.
  • Coordinating with venue staff to ensure all logistical details are in place.
  • Provide on-site support during events, ensuring everything runs smoothly.
  • Internal Team Support:
  • Keep track and condense internal team queries.
  • Maintain inventory tracking and regularly update event inventory sheets.
  • Quality check of design aspects such as banners, signage, brochures, and other promotional materials.
  • On-site Volunteer organisation
  • Hire, train, and manage a 40-person organisation of volunteers.

Requirements

  • Have a relentless drive and desire to be the very best at what they do;
  • Possess and unparalleled work ethic with a high sense of urgency;
  • Take ownership of everything they do, are proactive and follow through on commitments;
  • Are curious about people and love to speak, build and nurture relations;
  • Are an excellent communicator (especially) verbally and in writing;
  • Are well-organised and display the ability to structure and prioritise their work.

Benefits

  • The opportunity of having a real impact - You’ll be getting operational experience in a start-up where both your work and the results are highly tangible and matter to the business.
  • Inspiration and guidance - A chance to work closely with our high performing team as well as with the CEO and founder of our company.
  • Unlimited growth potential in our company - we strongly believe in and have a track record of promoting internally.
  • Travel opportunity: You would be joining our conferences overseas.
  • Invaluable transferable skills - boost your interpersonal, research, organisation, outreach and project management skills through experience and training.