Operations & Logistics Executive (Contract)

Operations & Logistics Executive

Contract Role Nov 24 – Feb 25

The Operations & Logistics Executive will support with the end-to-end planning, execution, and evaluation of Oracle CloudWorld in [Dubai], ensuring smooth operational and logistical delivery. Reporting to the Operations & Logistics Manager, this role will support in on-site logistics, coordinate vendor services, F&B, registration, signage, and health & safety, while ensuring seamless execution.

This hands-on role requires strong organizational skills, a talent for problem-solving, and the ability to manage multiple project tasks under tight deadlines.

Reporting To: Operations & Logistics Manager

Direct Reports: None

Responsibilities:

1. Event Operations & Logistical Planning
   • Support the development of operational plans in alignment with the overall event strategy.
   • Manage event timelines, logistics, budgets, and event infrastructure (setup, execution, breakdown).
   • Collaborate with internal teams and external vendors to meet all event requirements.
2. On-site Event Management
   • Support on-site operations, ensuring efficient execution of key aspects.
   • Manage staff and vendors, ensuring timely load-ins, real-time issue resolution, and smooth breakdown post-event.
   • Coordinate security, safety, and crowd management protocols, working closely with Oracle security teams and venue staff.
3. Vendor Management
   • Collect quotations and contracts and manage relationships with vendors.
   • Coordinate procurement, shipping, and storage of event materials, including merchandise and branded assets.
   • Ensure vendor compliance with operational standards, budget constraints, and event timelines.
4. F&B Management
   • Develop and manage a scalable F&B plan to accommodate attendee and staff meal needs, adhering to budget, dietary, and logistical requirements.
   • Serve as the on-site liaison for all F&B vendors, ensuring meal service execution aligns with the event agenda and attendee expectations.
5. Signage & Wayfinding
   • Oversee the setup and teardown of all event signage, ensuring consistency in branding and navigation.
6. Health & Safety, Security, and Risk Management
   • Create & share health and safety plans in accordance with local regulations and Oracle policies.
   • Collaborate with Oracle security teams to establish a comprehensive security plan, including access control and emergency protocols.
   • Proactively identify operational risks and implement contingency measures for potential logistical disruptions.
7. Budget & Financial Management
   • Assist with the event operations budget, ensuring all expenditures align with financial constraints.
   • Identify and implement cost-saving measures, and provide financial reporting post-event, including final invoicing and budget reconciliation.
8. Post-Event Evaluation & Reporting
   • Support with the post-event evaluation process, collecting insights from vendors, team members, and stakeholders.

Key Qualifications:

• Experience:
  • 3+ years of experience in event logistics and operations management, with a focus on large-scale corporate or technology events.
  • Proven experience working in multi-layered and complex event experiences from strategy to execution.
  • Experience working within the B2B technology sector is preferred.
• Skills:
  • Strong project management, organizational, and time management skills, with the ability to juggle multiple tasks and meet tight deadlines.
  • Excellent negotiation and vendor management skills, with experience managing budgets, contracts, and financial reporting.
  • Exceptional communication and interpersonal skills for client and stakeholder collaboration.
  • Problem-solving abilities and attention to detail, ensuring smooth execution despite last-minute changes.
• Education:
  • Proficiency in event management software, project management tools, and Microsoft Office Suite.

Additional Requirements:

• Flexibility to work evenings and weekends during peak event times.
• Willingness to travel and work on-site as required.
• Familiarity with Dubai venues and event logistics networks is a plus.

This role offers an exciting opportunity to be a key player in delivering a world-class event, working with a collaborative team to ensure smooth and efficient execution of the event.

This job description serves as a general overview of the role and its responsibilities and expectations may vary from time to time.