Operations Executive - Exhibition & Conference - Urgent Hire

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

The Operations Executive is responsible for the operational support of the Tech & Innovation Expo and SXSW Sydney Conference.

Reporting to the Operations Manager, the Operations Executive will support on the delivery of the exhibition and conference operational and production elements. Including AV production, signage, security, and freight and logistics.

The Operations Executive will be the main point of contact for all exhibitor communications. Including all stand inclusions and upgrade options, venue and supplier forms, WHS and custom stand approvals.

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

About the Role

• Support the production and implementation of project plans ensuring all operational tasks are carried out on a timely basis according to individual project plans and within deadlines.
• Collaborate with the Operations Manager to support on the diverse exhibition and conference requirements to facilitate a wide range content across the event footprint.
• Facilitate strong relationships with venues, suppliers and contractors including AV, security, signage, build, freight, logistics, technology infrastructure and cleaning to ensure a high standard of event delivery.
• Communicate with suppliers and support on the brief, design, production and signage process in co-ordination with the wider operations team and sponsors.
• Support the delivery of event plans, onsite execution and WHS compliance with all exhibition and conference programmed venues.
• Be a key operational contact for exhibitors and partners, supporting them on critical timelines, delivery of agreed terms, and WHS compliance.
• Become a trusted partner of SXSW Sydney internal and external stakeholders with regular engagement and feedback to build an effective working relationship.
• Financial oversight of operational costs, in conjunction with the Operations Manager, monitor cost forecasts, invoicing, phasing plans, and potential cost savings.
• Collaborate with all operations team members to ensure suppliers meet and exceed health and safety requirements, supporting on all onsite activity to ensure compliance.
• Work with operations team colleagues to achieve best practice in terms of operational planning and management.

About You

• Demonstrated professional track record of operational experience in the event industry and an established track record of successfully supporting the delivery of world class exhibitions, conferences, and/or events.
• Working knowledge of industry, venues and suppliers/contractors.
• Strong time management and organisational skills; able to problem solve, prioritise and manage several different tasks at the same time.
• Demonstrated ability to work independently, to meet deadlines consistently and operate within budgetary targets.
• Solid communication skills, experience managing exhibitor and supplier relationships

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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