Associate, Events Operation and Logistics

About the job

Position Overview
We are seeking a motivated event operations professional to support the logistics and operational execution of conferences and events. This role is ideal for someone with foundational event operations experience who is eager to grow their skills in managing complex logistics, coordinating vendors, and ensuring seamless on-site execution.

• Responsibilities:
• Event Logistics & Operations Support
• • Coordinate operational aspects of events including venue logistics, catering, audio-visual, registration, transportation, and accommodations
• Support development of run-of-show documents, scheduling and other necessary operational timelines
• Assist with floor plans, room layouts, signage, and space flow planning
• Coordinate purchase of event materials, delivery, and on-site setup

• Vendors & Suppliers Coordination
• • Research and coordinate with venues, caterers, AV companies, and other service vendors
• Coordinate with vendors’ load-in/load-out schedules and ensure compliance with venue requirements
• Track vendors’ timelines to ensure on-time execution
• Communicate with vendors to resolve operational questions and minor issues

• On-Site Event Execution
• • Support on-site operations and coordinate event staff, and vendor personnel
• Oversee setup, execution, and breakdown of event elements under the guidance of senior team members
• Participate in pre-event walkthroughs and technical rehearsals
• Serve as operational point of contact during events, troubleshooting issues and escalating as needed
• Assist with event communications and coordinate real-time operational adjustments

• Registration & Attendee Operations
• • Coordinate with registration team for badge printing, check-in processes, and attendee services desk
• Coordinate attendee logistics such as directions, information, and schedule distribution
• Support VIP/speaker services including green room setup, meeting room requests and basic accommodation
• Respond to attendee questions and resolve operational issues promptly

• Budget & Financial Operations Support
• • Track operational expenses and assistance with budget management
• Support purchase orders, invoices, and payment requests accurately and on time
• Keep track on budget sheets and support post-event budget reconciliation
• Help identify cost-saving opportunities in vendor negotiations and operational planning

• Process Improvement & Documentation
• • Maintain and update operational documents, vendor contact lists, and standard procedures
• Contribute ideas for streamlining logistics processes and improving efficiency
• Track operational checklists and ensure completion of all event tasks

• Qualifications:
• 3-5 years of experience in event operations, event coordination, event logistics, or related field
• Bachelor's degree in Event Management, Hospitality, Operations, Business, or related field (or equivalent experience)
• Hands-on experience coordinating logistics for professional events (conferences, corporate events, roundtables, dinners, lunch etc.)
• Exceptional attention to detail and strong organizational skills
• Ability to manage multiple tasks simultaneously and prioritize effectively
• Solid coordination and communication skills
• Basic understanding of event technology and AV requirements
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint)
• Strong problem-solving skills and ability to stay calm under pressure
• Team player with positive attitude and willingness to learn
• Flexibility to work irregular hours including evenings and weekends as needed
• Willingness to travel for events (approximately 20-30%)

At Eurasia Group, our mission is to provide the tools and understanding needed in a world where politics drives disruption. We put politics first for our clients, and we aspire to be the leading place people come to find out about the world. This requires us to maintain a company culture that puts people first. We are committed to fostering an environment that is empowering and globally minded. We firmly believe that bringing people with a variety of ideas and perspectives to the table makes our analysis stronger for our clients and creates a better workplace. Our leadership team is dedicated to embedding this approach into everything we do and how we lead because we care deeply about our work and our people.

About Eurasia Group and GZERO Media
Eurasia Group is the world's leading global research and advisory firm. We help clients understand, anticipate, and respond to instability and opportunities everywhere they do business.
Together with GZERO Media—the go-to source of first insight into geopolitics—and our full-fledged events team, the Eurasia Group umbrella provides a complete political risk solution.
Headquartered in New York, we have offices in Washington, London, São Paulo, Brasilia, Tokyo, Singapore, and San Francisco, as well as on-the-ground experts in more than a hundred countries in every region of the world.
We are committed to analysis that is free of political bias and the influence of private interests.

Visit us: eurasiagroup.net | gzeromedia.com
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