Event Sales Operations Assistant

PC Games Insider; United Kingdom; Remote; GBP 40,000 - 60,000

Job description

Job Title

Job Description

Summary

We seek a detail-oriented and adaptable Operations Assistant to support our Operations Manager and Events Manager. This role is critical for ensuring continuity of operations, knowledge transfer, and efficient handling of client deliverables across our advertising and event sponsorship activities. The Event Sales Operations Assistant will be a key support role, working 3/5 of their time with the Operations Manager and 2/5 with the Events Manager. This position is crucial for knowledge transfer, succession planning, and ensuring smooth running of event sponsorship contracts, handovers and deliverables during busy periods and when the Operations Manager is unavailable. The role will involve learning the company's advertising systems, processing deliverables for sponsors and advertisers, and assisting with event-related sponsorship tasks. The person will spend a portion of their time assisting the Events Manager in delivering key sponsorship requirements.

Top Priorities

• Support the Operations Manager by managing client handovers, contracts, invoicing, and covering key responsibilities when needed
• Client comms: assist the Events Manager in delivering event sponsorship communications and materials, and ensuring sponsors receive all necessary information and support
• Maintain key processes to facilitate knowledge transfer and ensure smooth operations during busy periods and absences

Key Responsibilities:

1. Operations Support (60% of role)

• Shadow and learn from the Operations Manager to understand all aspects of the role
• Process handovers from the sales team for new and existing clients and sponsors
• Manage contract signatures, invoicing, and payment plans
• Coordinate ad delivery, including managing the ad calendar and liaising with the creative team
• Assist with sponsored content management and liaison with the editorial team
• Support the processing of invoices from major clients
• Handle event-related requests from sponsors and booth holders
• Cover for the Operations Manager during absences and on their days off

2. Event Support (40% of role)

• Assist the Events Manager with sponsorship material delivery
• Track placement of sponsor logos on event materials and other admin
• Ensure booth holders receive relevant information about event attendance
• Coordinate with the events team for deliverables related to event sponsorship packages
• Proactively manage sponsor communications, including follow-up with sponsors who have outstanding asset submissions or low response rates (conduct timely and professional outreach to sponsors to ensure all required materials are received within the deadlines)

3. General Responsibilities

• Learn and maintain knowledge of the company's advertising systems and processes
• Contribute to the continued smooth operations of the company planning by documenting processes and procedures
• Provide general oversight to ensure client responsibilities are met
• Liaise between sales, creative, finance, and web tech teams as needed
• Liaise between events, creative, editorial, and sales teams as needed
• Assist with preparing reports for sales teams
  Support the development of sales promotional materials when required

Qualifications:

• Strong organisational and time management skills
• Excellent attention to detail
• Good interpersonal and communication skills
• Ability to prioritise and manage multiple tasks efficiently
• Proficiency in Google Docs/Sheets suite
• Knowledge of CRM systems
• Quick learner with an interest in advertising operations and event management
• Experience in sales operations, back-end advertising set-up, event delivery, or related fields preferred but not required.