Operations Executive - Event - Start Immediately

From October 2024, SXSW, the world’s most iconic future-focused conference and festival of events will have a 2nd annual event in Sydney, focusing on the creative industries in the Asia-Pacific region.

About SXSW Sydney

SXSW Sydney is a conference and festival that explores the best in Music, Screen, Gaming, Technology, and Innovation. Created in Austin, Texas in 1987, SXSW Sydney will gather the world’s most inspired thinkers and creatives to give fans an insider look into tech, film and music industries. SXSW Sydney is a must-see event for creators and professionals seeking to shape and discover future trends, emerging technology, and access unrivalled networking opportunities.

If you love working in a fast-paced environment with a slice of fun, you’re adaptable, a team player, engaged and caring about the creative community we serve, then come and join us!

Position Overview

Reporting to the Operations Manager, the Operations Executive is responsible for the operational support of the wider event elements at SXSW Sydney.

The Operations Executive will source and support key external suppliers and contractors on the delivery of all event wide operational and production elements. Including but not limited to accessibility, signage, volunteers, staffing, accreditation, access control, risk & safety, security, transport, logistics, sustainability, and F&B.
The Operations Executive will support and collaborate across the team, with a shared vision to deliver the world’s best festival of discovery for the creative industries.

Please note this is a max term contract role starting in June and finishing up in October.

About the Role

• Collaborate with the Event - Operations Manager to support the diverse event requirements to facilitate a wide range of content across the entire event footprint.
• Support the production and implementation of SXSW Sydney project plans, ensuring all operational tasks are carried out on a timely basis according to individual project plans and within deadlines.
• Where required facilitate or support the tender & procurement process for key suppliers and contractors across accessibility, signage, volunteers, staffing, accreditation, access control, risk & safety, security, transport, logistics, sustainability, & F&B. 
• Be a key operational contact for stakeholders. Supporting them with the delivery of their plans, orders, approvals, onsite execution and WHS compliance for the event.
• Support on all wider event accreditation, permitting, development applications, advancing, accessibility, access control and queue management plans.
• Become a trusted partner of SXSW Sydney stakeholders with regular engagement and feedback to build an effective working relationship and ensure a high standard of event delivery.
• Liaise with internal teams to ensure a smooth event experience for partners and attendees both leading up to the event and onsite.
• Financial oversight of operational costs, in conjunction with the Operations Manager, monitor cost forecasts, invoicing, phasing plans, and potential cost savings. 
• Liaise with all operations team members to ensure their suppliers meet and exceed health and safety requirements, supporting on all onsite activity to ensure compliance.
• Collaborate with operations team colleagues to achieve best practice in terms of operational planning and management.

About You

• At least 4 years experience working in event operations;
• Strong leadership and communication skills;
• Proficient in coordinating large scale event procurement and logistics;
• Contractor and supplier negotiation and contracting skills;
• Ability to anticipate and resolve logistical challenges and operational issues in an expeditious manner
• Meticulous attention to detail in all aspects of event planning and execution
• Knowledge of risk assessment, mitigation and WHS strategies
• Experience in coordinating large groups of event staff and volunteers
• Highly organised and takes pride in a well laid out spreadsheet

SXSW Sydney offers hybrid working options, team lead cultural forums, mentor programs, ticket access to TEG produced events and many more benefits.

SXSW Sydney is an Equal opportunity employer committed to embracing a diverse and inclusive work environment for all.

Please note that you must have unrestricted rights to work in Australia to apply for this role.

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