Head of Operations - Events

Job description:                    Head of Operations – 12 month contract

Direct line report:                  Chief Executive

Purpose of job:

To take over responsibility for the strategic planning and running of Civil Society Media’s programme of events for a 12-month cycle, project managing all elements of event production, from programme-creation through to operational requirements, on-site delivery and budget management. This is a hands-on role which requires a high level of operational expertise, as well as an understanding of conference production, the ability to effectively lead and manage a team while also engaging with senior stakeholders both internally and externally.

Civil Society Media is the leading publishing, events, news and research organisation operating in the charity sector. Our programme of events includes:

• Annual conferences & associated exhibitions (c. 8 per annum)
• The Charity Awards (a black tie dinner & awards presentation)
• Charity Investment Forum (a sponsored residential event)
• Breakfast seminars (c. 8 per annum)
• Training programmes (c. 25 per annum)

You will need:

• At least five years’ experience of event management in a similar role
• To be comfortable with a variety of event and exhibition formats
• Previous experience and confidence in managing a team
• To be self-motivated, highly organised, to have meticulous attention to detail and able to manage simultaneous deadlines
• The right personality: a can-do, positive attitude, strong work ethic and excellent communication skills, reflecting the ethos of a friendly, dynamic company

Responsibilities

With direct line report to the chief executive, the head of operations will have responsibility for:

• Leading the events team: consisting of two coordinators and one conference producer. You will line-manage the team on a day-to-day basis and be responsible for overseeing the entire event timeline, distribution of team workload and outlining priorities, ensuring all delegated work is carried out in a timely manner and to a high standard, with particular emphasis on fulfilling sponsor requirements across all print materials and branding.
   
• Overseeing all operational delivery: requiring on-site presence at all key events where you will be responsible for overseeing event schedules and resource on the day.  You will be the main point of contact for key clients and suppliers, helping to resolve any complaints or issues which arise as quickly and effectively as possible.
   
• Project managing The Charity Awards: working with an internal committee and external suppliers including venue and production, you will be ultimately responsible for overseeing the timeline leading up to the Charity Awards and pulling together all elements of operational delivery, including logistics on the night.   
   
• Organising and chairing conference debrief meetings: engaging with senior management and events team to conduct thorough analysis after each event, outlining points for improvement, recording findings and when relevant taking the necessary action towards planning for the subsequent year.
   
• Content production and topic generation: working closely with the conference producer and editorial resource within the business to research and identify suitable topics and speakers for full programme of events, attending weekly production meetings and signing off marketing brochures.
   
• Developing sponsor inventory: working closely with the sales team and conference producer throughout the research and programme development phase, ensuring appropriate sponsorship opportunities are available on the programme.

• Budget management: overseeing individual event budgets keeping all costs to a minimum. Being responsible for assessing the potential merit of additional spend on events such as speaker expenses / fees, thoroughly checking and signing off invoices with approval from the finance team.

• Conceptualising venue requirements: attend site visits where required, ensuring spaces are suitable for requirements, identifying any additional resource required (e.g. AV suppliers) and overseeing spend. Where contracts are required, proof and obtain sign-off from FD and CEO.
   
• Speaker liaison: oversee the invitation process for speakers and chairs for all events. Compile advisory boards where necessary and appropriate. Use strong negotiation skills to ensure speaker costs are kept to a minimum.

Behaviour

• To be a positive and productive force within the business.
• To engage and collaborate with senior staff in all departments to optimise our commercial efforts.
• To communicate in a timely and constructive manner.
• To motivate and lead events staff through knowledge and example.
• To be open and honest with colleagues and not operate solo or in a silo.
• To embrace new thinking and deliver energy to the business.
• To always behave respectfully to other team members and external contacts.
• To work at all times to the company’s brand values of Quality, Independence and Integrity.