Events Operations Manager

Summary

Join The Adaptavist Group as their Events Operations Manager and become an integral part of the newly formed central Event Operations team. You will be instrumental in driving impactful event execution with standardized processes and exceptional experiences across various events. This role involves strategic event development, planning and coordination, vendor management, and knowledge management. You will also be responsible for reporting and analytics, providing insights on ROI and making recommendations for improvement. The Adaptavist Group offers a generous holiday allowance, flexible working hours, and exceptional time away policies. They provide MacBooks and support for remote workers.

Requirements

• Events expert: Extensive experience in an event marketing role
• Strategic thinker and implementor: Great events are all about the ability to build ideas whilst also being driven to complete tasks and achieve goals
• Innovation and creativity: Stay up-to-date with industry trends and bring innovative ideas to enhance the impact and reach of events
• Details matter: Meticulous and precise, understanding the importance of accuracy in event marketing and management
• Ruthlessly organised: Skilled at creating and adhering to processes to ensure timely completion and optimal event preparation
• Commercial acumen: Focused on innovative strategies to maximise event impact - prioritising results over superficial metrics
• Data-driven: Analytical and committed to leveraging data
• Exceptional communicator: Effective at internal collaboration across departments and external engagement with clients and partners. Builds relationships widely, whilst questioning approaches and assumptions to actively shape the best outcome
• Experience in a fast-paced, fast-growth B2B Tech environment
• Experience of working with teams across multiple locations and cultures
• Experience working with marketing technology (e.g. CRM/Hubspot, event management platforms, content management systems)
• Atlassian Jira, Confluence, monday.com product knowledge and/or experience

Responsibilities

• Work cross-functionally to build a holistic overview of the overall events calendar with cognition of the target audiences, the propositions, the location, the timings, etc
• Collaborate widely with internal teams, external vendors, and event organisers to build event strategies that integrate into overall business and marketing goals, ensuring they are flawlessly executed
• Early event planning to identify goals, target audience, key messaging, and resource requirements
• Where appropriate, recommending, managing and designing multiple activations surrounding events to enable us to fully engage customers and prospects
• Manage all aspects of event planning, from ideas to execution - vendor management, budget tracking, creative development, timeline creation, and on-site coordination
• Event supply chain and deliverables - merch, venues, creative, staffing, printing, furniture, lighting, AV, social, etc
• Onsite implementation - booth, signage, print, merch
• Ensure all owned projects are delivered on time and within budget - develop and manage event budgets, ensuring all expenses are tracked and reported accurately
• Define timelines, key inputs and outputs for each deliverable identified- able to manage multiple projects and tasks, showcasing strong organisational skills, budget management and optimisation
• Continuous reassessment of projects to ensure the objectives are met with full consideration of risk, crisis assessment and other emergency/unforeseen scenarios. Develop contingency plans to address potential issues during events
• Ensure all internal stakeholders are managed and drive project momentum
• Develop standardised event processes, templates, and playbooks- covering a variety of event types - physical and virtual
• Establish and manage event budgeting frameworks
• Develop standardised event reporting templates, define and track event KPIs and success metrics, with the knowledge that pipeline contribution is the ultimate responsibility of the BU
• Administer and oversee event technology platforms, ensuring seamless integration into CRM
• Event organiser negotiations and management, commercial/operational management for events, including contract review and administration with our Legal team, and onboarding of event suppliers into finance
• Managing our vendor roster, negotiating rates and contracts and ensuring our suppliers are fit for purpose, making changes where appropriate
• Supplier sourcing, briefing and management - venues/room bookings, designers, AV, event organisers, food & beverages, print
• Consolidate and standardise event operational documentation across platforms
• Create and maintain a centralised event operations knowledge base
• Review, develop and observe file naming conventions and folder structures for event assets
• Implement version control processes for event documents and templates
• Establish documentation standards for event planning, execution, and post-event analysis
• Create searchable libraries of past events with key learnings and assets
• Compile data and create standardised reporting pre and post-event
• Provide insights on ROI and effectiveness - make recommendations for improvement with a clear retro process and feedback gathering from event attendees

Benefits

• We offer a very generous holiday (PTO) allowance, trusting you to take vacation time that suits your personal life, alongside flexible working hours that empower you to work when it best fits you and your team
• We provide MacBooks to all employees and additional support for fully remote workers to set up their home offices
• Our exceptional Time Away Policy includes 26 weeks of fully paid leave for birthing parents, 13 weeks for non-birthing parents, and extended leave for adoption, IVF, surrogacy, elective egg freezing, and women's health needs such as menopause, menstruation, endometriosis, and PCOS