Event Operations Assistant Manager

Role Overview

The Assistant Event Operations Manager plays a key role in assisting the Event Operations Manager in ensuring the smooth execution of events by coordinating logistical requirements, managing on-site operations, and working closely with internal teams, vendors, and clients. The individual is responsible for the planning, execution, and post-event processes, ensuring all events are delivered on time, within budget, and to the highest standard.

Key Responsibilities

1. Event Planning & Coordination

• Reports to the Event Operations Manager to understand event objectives, requirements, and deliverables.
• Liaise with clients, vendors, and suppliers to ensure all event elements are confirmed and executed effectively.
• Manage event timelines, checklists, and schedules to ensure timely delivery of all tasks.
• Handle vendor bookings (e.g., venue, AV equipment, transportation, catering) and negotiate contracts to secure the best value.

2. Logistics Management

• Plan and oversee the logistics of event setup and teardown, including venue layout, technical requirements, and safety measures.
• Coordinate transportation and shipping of materials, equipment, and displays.
• Ensure that event permits, licenses, and insurance are obtained as needed.

3. On-Site Event Management

• Supervise event setup and manage on-site operations to ensure the event runs smoothly.
• Act as the main point of contact for clients, vendors, and staff during the event.
• Address and resolve any issues or last-minute changes promptly and professionally.
• Ensure all safety and compliance standards are met.

4. Budget & Financial Management

• Assist in preparing and managing event budgets, ensuring cost control and financial accountability.
• Monitor expenses and reconcile invoices post-event to ensure accurate financial reporting.

5. Communication & Stakeholder Engagement

• Maintain effective communication with all stakeholders, including internal teams, clients, and vendors.
• Provide regular updates to the Project Manager on progress and potential challenges.
• Assist in preparing post-event reports, including feedback, performance metrics, and recommendations for future improvements.

6. Administration & Documentation

• Maintain organized records of event documents, contracts, and communications.
• Prepare reports, meeting notes, and other documentation as required.

Key Requirements

Education & Experience

• Diploma or Bachelor's degree in Event Management, Hospitality, Business, or a related field.
• Minimum 3 years of experience in event operations is a must.

Skills & Competencies

• Strong organizational and time-management skills, with the ability to handle multiple tasks and deadlines.
• Excellent communication and interpersonal skills to build relationships with clients and stakeholders.
• Problem-solving ability and resourcefulness in handling on-site challenges.
• Meticulous attention to detail and a proactive mindset.
• Flexibility to work evenings, weekends, and travel when required.

Key Performance Indicators (KPIs)

• Timely delivery of all event milestones.
• Positive client feedback and satisfaction ratings.
• Adherence to budgets with minimal cost overruns.
• Efficient resolution of on-site challenges.

This role requires a passionate individual with a “can-do” attitude who thrives in a fast-paced environment and enjoys being part of creating exceptional event experiences.