Emerald is seeking a motivated and detail-oriented Event Operations Associate to support the planning and execution of the Insurtech Insights portfolio of events in London, NY, and Hong Kong. In this role, you’ll collaborate closely with internal teams and external partners to manage budgets, logistics, vendor relationships, and onsite operations with a strong focus on efficiency and delivering exceptional experiences.

The Event Operations Associate collaborates extensively with internal teams and external partners to manage spending, contracts, onsite design, logistics, and show collateral. They ensure all stakeholders remain informed as plans evolve and oversee all preplanning and onsite operational aspects while maintaining strong relationships with partners and Emerald personnel. The Event Operations Associate also collaborates closely with sponsors and exhibitors as a key point of contact: communicating deliverables, deadlines, and performing general customer service.

The ideal candidate is an organized, collaborative leader who thrives in a fast-paced environment and embodies Emerald’s values: people, leadership, agility, commitment, and excellence.

This position is located in-office, Monday-Friday, in our Shepherd’s Bush, London, UK location.

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RESPONSIBILITIES

Event Planning, Coordination, and Evaluation

• Plan and execute all assigned events, activations, and customer support as required
• Develop show production timelines to ensure proper and timely coordination of all event components
• Facilitate pre-show and post-show event meetings and participate in weekly show team meetings
• Develop operations post-event assessment to ensure feedback document issues that inform future planning

Budgeting & Financial Management

• Develop and maintain event budgets and expenses, including identifying cost saving measures related to operating expenses
• Manage budget revisions and monthly accruals
• Maintain payment schedules and contractual deposits
• Process vendor invoices for payment and reconcile credit card expenses in alignment with monthly deadlines

Vendor Management & Contracting

• Create RFPs for ancillary vendors, review and analyze proposals and provide recommendations to leadership for vendor selection
• Manage SOWs and schedules for core show partners, such as first aid, security and cleaning
• Review facility and hotel contracts as required

Floorplan, Logistics & Production

• Submit and monitor exhibit hall, registration, and special event floor plans.
• Coordinate all expo logistics, show design concepts, and signage with the General Service Contractor
• Manage signage plans, graphic production, and onsite placement accuracy in collaboration with the Marketing and Creative teams
• Oversee the production of the exhibitor service manuals, which outline all pertinent information, rules, and regulations for the show
• Manage booth approvals and rule enforcement with exhibitors
• Work closely with Sales and Marketing to development Sponsorship opportunities and manage their fulfillment costs and logistics
• Plan and manage lounges and specialty areas on the show floor
• Collaborate internally on housing requirements for staff, VIP, speakers, etc. as required
• Actively manage show housing in coordination with the housing agency and work collaboratively to ensure attrition is avoided

Conference Programs & Special Events

• Contract venues/spaces, manage logistics, and oversee execution of special events
• Assist with the conference program as directed, including supporting audio-visual contracting/coordination, meeting room setups, and related signage, etc.

Onsite Execution & Show Operations

·       Lead onsite operations across move-in, show staging, and move-out, ensuring timelines, safety standards, and service requirements are met

·       Manage onsite vendors and coordinate with venue teams and Emerald colleagues to problem solve in real-time

·       Maintain exhibitor, sponsor, and attendee experience standards through active floor management and problem resolution

·       Ensure compliance with facility regulations, union requirements, and emergency procedures throughout the event

·       Document issues and opportunities for future events to be shared in post-event assessment

·       Ensure a positive and collaborative spirit is maintained in all interactions with colleagues, partners, and customers

QUALIFICATIONS

• 3+ years of experience in event operations
• Strong understanding of event planning principles, requirements, and procedures
• High emotional intelligence and calm under pressure
• Ability to stay highly organized and efficient while handling multiple shows with overlapping planning and execution cycles
• Proven experience leading a team and managing external partners
• Demonstrated ability to create and manage event budgets
• Proficient in Microsoft Word, PowerPoint, Excel, Outlook; SmartSheet and A2Z experience a plus
• Ability to travel to show site in London, NY, and Hong Kong, including extended time for move-in, show execution, and move-out

About Emerald

At Emerald, we strive to foster a diverse and inclusive community. We actively recruit and champion candidates who bring new perspectives from varied professional backgrounds and experiences, and we are intentional about ensuring a positive hiring experience for everyone. Our job postings don’t contain experience inflation, and most don’t require college degrees. Instead, they’re crafted to focus on outcomes and transferable experiences that are assessed in a structured interview process carried out by trained hiring teams. 

COMPENSATION & BENEFITS

Target Compensation: 50,000-60,000 GBP

Please note that this range reflects a reasonable estimate of the target compensation for this position. This range may ultimately vary based on a candidate’s qualifications and may be higher where required by applicable law. 

We offer a competitive benefits package designed to strengthen our employees’ physical and mental health, including unlimited vacation for exempt employees, flexible working locations, 401(k) plan with a company match, medical/dental/vision coverage with inclusive provisions including transgender services and fertility benefits, parental and caregiver leave, dependent, commuter and FSA benefits, professional development programs like Toastmasters, and mental wellness tools.

If you need accommodation in our application process or have questions about our posted salary range, please email our Talent Acquisition team at Careers@EmeraldX.com.

About Emerald

Emerald’s talented and experienced teams grow our customers’ businesses 365 days a year with products that create connections, deliver content, and drive commerce. We produce over 140 annual events, create and deliver content through print and digital channels, and power commerce through our seamlessly integrated in-person and digital platforms and channels. For more information, please visit http://www.emeraldx.com.