Senior Event Operations Manager at VUKA Group

About the Job

The Senior Event Operations Manager is a key leadership role responsible for overseeing and managing the execution of various events, ensuring seamless operations, exceptional guest experiences, and successful outcomes. This position involves strategic planning, team coordination, vendor management, and attention to detail to ensure events are executed flawlessly from concept to completion. The Senior Event Operations Manager collaborates with cross-functional teams, stakeholders, and external partners to deliver high-quality events that align with VUKA Group’s goals and objectives.  Please ensure that you adhere to all the requirements for the role as stipulated below before applying.

Requirements:

• Proven experience (5+ years) in event operations management, with a track record of successfully executing large-scale events with a strong focus on exhibition build.
• Solid understanding of floorplan design, changes, and updates. (Floorplan Live experience is advantageous).
• Must be residing in Cape Town (no relocation posibilities)
• Strong leadership, communication, and interpersonal skills.
• Exceptional organisational abilities and attention to detail.
• Proficiency in event management software and tools.
• Budgeting and financial management skills.
• Ability to thrive in a fast-paced, dynamic environment.
• Flexibility to work evenings, weekends, and travel as required by event schedules.

Responsibilities:

Strategic Planning:

• Collaborate with the event teams and senior management to develop event strategies that align with the VUKA Group’s objectives.
• Identify event goals, target audiences, and desired outcomes for each event.
• Create detailed event plans, including timelines, budgets, and resource allocation.

Team Leadership:

• Lead, mentor, and manage a team of event operations team, including event coordinators, technicians, and support staff.
• Delegate tasks, provide guidance, and ensure the team’s performance meets or exceeds expectations.

Operations Management:

• Oversee all logistical aspects of event operations, including venue selection, setup, production, catering, transportation, and audiovisual requirements.
• Coordinate with various departments to ensure seamless event execution, including marketing, design, technical, and catering teams.

Vendor Management:

• Source, negotiate contracts with, and manage relationships with vendors, suppliers, and service providers.
• Ensure vendors adhere to quality and service standards, contractual obligations, and deadlines.
• Experience in SLA’s and tender documents.

Budget Oversight:

• Develop and manage event budgets, including cost forecasting, expense tracking, and financial reporting.
• Monitor expenses, identify cost-saving opportunities, and ensure events stay within budget constraints.

Risk Management:

• Identify potential risks and challenges associated with event execution and develop contingency plans to mitigate those risks.
• Ensure compliance with health and safety regulations, permits, and insurance requirements.

Guest Experience:

• Focus on creating exceptional guest experiences by overseeing event design, flow, and customer service standards.
• Gather feedback from attendees and stakeholders to improve future events.

Reporting and Analysis:

• Compile post-event reports, analysing key performance indicators and outcomes against established goals.
• Use data-driven insights to make recommendations for continuous improvement of event operations.

Innovation and Trends:

• Stay current with industry trends, emerging technologies, and best practices in event management to enhance event experiences.