Meetings and Events Operations Manager (12-month fixed term contract)

Title: Operations Manager, 12-month fixed term contract

Brand: Emota

Location: UK: Ashby-de-la-Zouch or London or Manchester

Reporting to: Vice President Operations

Direct reports: None

A bit about the role …

This role centres on resource management and team support and sits within the Meetings and Events Operations team. Working with the Directors of Meetings and Events, you will manage the allocation and utilisation of internal staff and freelance resources across multiple projects ensuring resource allocation and team efficiency.

This is a 12-month fixed term contract and can be based in either our Ashby-de-la-Zouch, London or Manchester offices in the UK, depending on the location of the appointed candidate.

On-site travel to live events is not required.

We offer a comprehensive benefits package to you including volunteer days, enhanced annual leave with an option to buy/sell, company pension, life and health insurance and many other benefits.

You will…

Freelancers:

o Onboard new freelancers to include sourcing, screening and setting them up on all systems

o Source and contract existing freelancers for project work including Workday set-up, CVENT (if applicable), Box and Teams

o Manage the freelancer approval form / process and updates at final reconciliation stage

o Keep track of freelancer spend data

o Process monthly invoices

o Raise purchase orders for work

Internal Resourcing:

o Support the Directors of Meetings and Events with resourcing needs including bi-weekly scheduling meetings and ad hoc resourcing calls

o Send new assignments to the team

o Keep workflow schedules up to date with confirmed allocations

o Work with the wider Operations team to fill resourcing gaps across teams

Team Support:

o Oversee new starter checklist

o Onboard plan / schedule for new starters

o Offboard leavers

o Set-up Smartsheet and Box jobs

o Provide time sheet support and reporting

o Support with the cost saving report and update workflow schedule

o Update the carbon tracker for non-congress events

o Manage the on-site date comms to the team and update Ganttic

o Manage the requirements for general Emota updates

o Keep the organograms up to date

Ganttic:

o Responsible for keeping Ganttic up to date with new meetings and updates

o Send monthly update to the team with Ganttic link

Utilisation:

o Review utilisation targets with Directors of Meetings and Events

General:

o Be an ambassador for the agency

o Attend and contribute at team meetings

o Collaborate with other departments to ensure the delivery of client goals

o Work towards client and our service level agreements (SLAs) for all events

o Understand, apply, and promote our mission, vision, and values

o Comply with all company and client procedures, including those relating to Health & Safety, privacy and security

o Comply with all client and company privacy and security protocol

o Apply a knowledge of our range of services

o To be mindful of environmental sustainability in all aspects of your role and incorporate this mindset in your approach

What do you need to have …

· Previous experience (4+ years) of the M&E industry in a delivery role

· Meeting and event project management and resource skills

· A customer-centric approach

· Previous experience in resource management

· Proficiency in a range of event management software, project management tools and Microsoft 365 suite (including Excel and ability to maintain complex spreadsheets)

A bit about us ….

Emota is an award-winning global events agency that creates and delivers engaging, impactful experiences.

Part of Inizio Engage XD, we are an unusually shaped communications group that creates experiences that inspire lasting change. We partner with clients to provide employee engagement, learning and training solutions, scientific engagement and capability building, all underpinned by applied behavioural science. We engage internal and external audiences through the delivery of live and virtual experiences, film, digital, and immersive content.

Don't meet every job requirement? That's okay! Our company is dedicated to building a diverse, inclusive, and authentic workplace. If you're excited about this role, but your experience doesn't perfectly fit every qualification, we encourage you to apply anyway. You may be just the right person for this role or others.