Event Operations Specialist

TransPerfect operates a world-class conference and event program with hundreds of conferences, events, and tradeshows ranging from large, global exhibitions to intimate local workgroups. No matter the size, our goal at every single event is to deliver a memorable experience to attendees and strengthen the TransPerfect brand.

We’re looking for an efficient, organized, enthusiastic, and detail-oriented Event Operations Specialist to support the logistics and details that make our global conference and tradeshow program a success for our Life Science and Corporate divisions. You’ll work hand-in-hand with our tradeshow marketing team, partner closely with the Life Sciences Marketing Manager on life sciences-specific events, and report directly to the Global Event Manager.

This role is for someone who thrives on structure, problem-solving, and keeping a fast-moving team on track.

Full details on the role are below:

Description:

• Coordinate and/or oversee the scheduling, planning, and logistics for both trade shows and global corporate conferences and marketing events. 

• Collaborate with Sales, Marketing Leads, and the tradeshow marketing team to execute strategy, focus areas, and onsite tactics to ensure the excellence of our presense.

• Produce trade shows ensuring consistency and collaboration while following established guidelines, processes, procedures and tools. Educate cross functional teams, provide direction & establish workflow solutions where appropriate.

• Familiarize yourself with the business goals behind each event to help you to approach each event in such a way to maximize company ROI.

• Understand our event technology options, and deploy as necessary to support conferences and events.

• Manage trade show and event contracts, including processing invoices and staying on top of payments and budgets across assigned events.

• Work with our approved promotional vendors to ensure that our giveaways and promotional items for conferences and events are enticing to clients and potential customers. Manage stock to minimize waste and maximize choices available.

• Execute, support and/or manage the following:

  • Provide regular updates to keep all internal stakeholders abreast of upcoming events and deadlines.

  • Create pre-show/event briefing documents and conduct pre-event meetings as necessary.

  • Evaluate and manage current and future booth requirements such as booth size, design and graphics. You’ll work with our internal design teams to create these assets.

  • Work closely with third party suppliers to support the logistics and smooth running of shows and events.

  • Manage and coordinate the logistics of the exhibit property including maintenance of the trade show exhibit, demonstration equipment and all accessories. 

• For networking events and TransPerfect-sponsored trade show parties, expect to source and book the venue, plan the event (both creative and promotional elements), and depending on the size of the event, attend on-site to help orchestrate.

The ideal Event Operations Specialist will have:

·       High level of organization, efficiency, and detail orientation

·       Superb project management skills, including scheduling, deadlines, and adapting to change

·       Ability to work calmly and effectively under pressure, with tight deadlines, and in high-stress situations

·       Commitment to timelines, processes, and structure

·       Service orientation and excellence reflex

·       Proactivity and the instinct to go the extra mile to deliver at a high level

·       Availability and willingness to travel – 10-15% travel required, sometimes with short notice

Required Skills:

·       1–3 years of events experience OR project coordination/operation roles

·       A sense of urgency and great attention to detail.

·       Excellent organizational & communication skills.

·       Basic design capabilities (PowerPoint, Canva, etc.).

·       Prior work on events and/or executive support.

·       A good understanding of effective event operations and logistics.