Operations Manager - Dubai, United Arab Emirates - Global AI Show

Description

About VAP Group :

We are a global Blockchain, AI and Crypto consulting firm with multiple solutions for our clients including Marketing & PR, Media House, Staffing & Recruitment, Events among others. The Global AI Show is a launch event under the VAP Group umbrella.

We are seeking an experienced and detail-oriented Event Operations Manager to oversee the planning, coordination, and execution of our events. The successful candidate will be responsible for ensuring seamless event logistics, managing on-site operations, and delivering exceptional event experiences for attendees, sponsors, and partners. The Event Operations Manager will work closely with cross-functional teams to ensure the successful implementation of events from conception to post-event evaluation.

Key Responsibilities:

Event Planning and Logistics:

• Collaborate with the event marketing and production teams to understand event objectives, requirements, and desired outcomes.
• Develop comprehensive event operational plans, including timelines, staffing, vendor coordination, equipment setup, and facility management.
• Source and manage vendors, negotiate contracts, and ensure timely delivery of services and materials.

On-Site Management:

• Oversee all aspects of event execution on-site, ensuring that event spaces are set up according to plan and that all technical and logistical elements are functioning smoothly.
• Manage event staff and volunteers, providing clear instructions, training, and support throughout the event.
• Address any operational issues or emergencies that may arise during events in a calm and effective manner.

Stakeholder Communication:

• Serve as the main point of contact for event vendors, partners, and internal teams, fostering strong communication and collaboration.
• Coordinate with marketing and content teams to ensure proper signage, branding, and collateral are in place.

Budget Management:

• Develop and manage event budgets, tracking expenses, and ensuring adherence to financial guidelines.
• Provide regular budget updates to leadership and make recommendations for cost optimization.

Quality Assurance:

• Implement quality control measures to ensure all event components meet established standards and deliver a consistent, positive experience.
• Gather feedback from attendees, sponsors, and partners to identify areas for improvement and implement corrective actions.

Post-Event Evaluation:

• Lead post-event debriefs to assess event successes and areas for improvement.
• Analyze event data, attendee feedback, and operational performance metrics to generate comprehensive post-event reports.

Qualifications and Skills:

• Bachelor's degree in Event Management, Hospitality, Business, or a related field. Relevant certifications are a plus.
• Proven experience (5+ years) in event operations, production, or related roles.
• Strong project management skills with a track record of successfully managing complex events.
• Excellent organizational skills and attention to detail.
• Exceptional problem-solving abilities and the capacity to manage unexpected challenges.
• Effective interpersonal and communication skills to collaborate with diverse teams and stakeholders.
• Proficiency in event management software and tools.
• Ability to remain composed under pressure and make quick decisions in fast-paced environments.
• Flexibility to work irregular hours, including weekends and evenings, during event periods.
• Understanding of health and safety regulations and risk management in event planning.
• Leadership qualities and the ability to motivate and lead event teams.