Operations Executive, VIP Services at Informa

London, England, United Kingdom -

Full Time

Start Date

Immediate

Expiry Date

09 Mar, 26

Salary

0.0

Posted On

09 Dec, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Attention To Detail, Client Communication, Multitasking, Data Management, Problem Solving, Event Operations, Flight Coordination, Budget Management, Supplier Negotiation, Reporting, Organizational Skills, Confidentiality, Flexibility, Team Collaboration, Salesforce, Microsoft Suite, Excel

Industry

Information Services

Description

Company Description Informa Festivals marks an exciting new chapter in B2B events, bringing some of the world's most influential creative, technology and business festivals together. We’re combining prestigious events like Cannes Lions, Black Hat, Money20/20, GDC, and London Tech Week with cutting-edge marketing intelligence platforms and advisory services to deliver unmissable experiences and insights. Our festival-led approach reimagines traditional B2B events, creating powerful, immersive experiences that drive innovation and industry advancement. Building on decades of expertise and powered by Informa's international reach, we're shaping the next generation of business festivals. We’re part of Informa, a global business with a network of trusted brands in specialist markets across more than 30 countries, and a member of the FTSE 100 who are #3 in Glassdoor's Best Places to Work 2025 UK list. Job Description This role is based in our 5 Howick Place office. We are seeking a meticulous, data driven Operations Executive to join our team across VIP Services managing logistics, transfers, VIP gifting, pass distribution, supplier contracting and budgets. This role requires attention to detail with responsibility for flight operations (up to 1800 transfers). Verification of flight information for clients, ensuring the accurate coordination of transportation services to and from the airport. Working closely with the Senior Manager, the Operations Executive will also support contracting processes and oversee operational budgets, ensuring services are delivered on time, within scope, and on budget. This role is ideal for someone who thrives in client-facing environments and enjoys working with data to ensure smooth operations. If you have a passion for event ops, excellent attention to detail, and a commitment to providing outstanding service, we’d love to have you join our team! What you'll do Flight Operations & Transfers Lead end to end VIP flight operations, consolidating flight data into constantly updated reports. Communicate directly with clients to gather necessary flight data in a timely manner, ensuring no disruptions to transportation services. Confirm flight details with clients before their travel date and track any changes or cancellations to ensure the accuracy of transportation arrangements. Coordinate with transfer suppliers to deliver up to 1800 transfers, resolving any last minute flight changes and providing daily transfer and flight updates to internal teams and suppliers. Flight Data Cleanup & Validation Review flight data for accuracy and completeness, ensuring all essential information (dates, times, flight numbers, etc.) is correct and formatted consistently. Identify and resolve discrepancies or missing information, working with clients to clarify and correct any issues. Update internal systems with the latest flight information and ensure it aligns with transportation schedules. Platinum Gifting Management Manage full end to end gifting for Platinum delegates Partner with suppliers and internal teams to design, produce and distribute Platinum delegate swag Ensure swag is on-brand, within budget and delivered on time Pass Distribution Work with Platinum and Groups team to ensure passes are pre-printed on time and are allocated and delivered to contacts requesting passes outside of their transfer services Track distribution and resolve any discrepancies quickly and efficiently Contract & Procurement Support the contracting process for transfers, Platinum gifting, student tours and other operational services Manage tender processes, liaising with suppliers and negotiating value driven agreements. Ensure all contracts are compliant and tracked to delivery standards Budget & Reporting Partner with the Senior Manager to oversee operational budgets with accurate forecasting. Track spend across transfers, swag, passes and tours ensuring alignment with budgets Deliver clear, timely reporting on operational spend and supplier performance Festival Operations Delivery Provide onsite leadership, acting as key contact for suppliers and internal team Coordinate team objectives to ensure deadlines are met Qualifications What you'll bring Experience Experience handling time-sensitive data and working with clients in a fast-paced environment is essential. Previous experience in Event Operations is preferred. Familiarity with flight information systems, airport logistics, or transportation coordination is advantageous. Skills and Attributes Exceptional attention to detail, particularly in handling and organizing data. Strong verbal and written communication skills, with the ability to interact professionally with clients. Ability to multitask and stay organized in a high-volume, deadline-driven environment. Proficiency with Salesforce, Microsoft Suite, Excel spreadsheet tools (for managing and organizing data sets). Problem-solving skills with the ability to anticipate client needs and address issues proactively. Ability to work independently and as part of a team to ensure client satisfaction. Additional Requirements Ability to handle sensitive travel information and maintain confidentiality. Flexibility to adapt to needs of the team onsite - ready and willing to jump into other ad hoc tasks that may arise. Willingness to work in a dynamic environment with a focus on providing exceptional customer service. Strong organizational skills and the ability to manage a large volume of client information accurately. Must be present at our festival in Cannes, France from June 16 - 28, 2026 to support the VIP Services team and our clients through the festival duration. (Return flights, accommodation and per diem will be taken care of for the successful candidate by LIONS) Must be willing to travel to our Central London office location to work collaboratively alongside the team on 3 office days. Additional Information We believe that great things happen when people connect face-to-face. That's why we work in-person with each other, or with customers and partners, three days a week or more. When you’re not spending time together in one of our offices or other workplaces – like at an Informa event – you get the flexibility and support to work from home or remotely. We work hard to make sure Life at Informa is rewarding, supportive and enjoyable for everyone. Here’s some of what you can expect when you join us. But don’t just take our word for it – see what our colleagues have to say LifeAt.Informa.com Our benefits include: Great community: a welcoming culture with in-person and online social events, our fantastic Walk the World charity day and active diversity and inclusion networks Broader impact: take up to four days per year to volunteer, with charity match funding available too Career opportunity: the opportunity to develop your career with bespoke training and learning, mentoring platforms and on-demand access to thousands of courses on LinkedIn Learning. When it’s time for the next step, we encourage and support internal job moves Time out: 25 days annual leave, rising to 27 days after two years, plus a birthday leave day and the chance to work from (almost!) anywhere for up to four weeks a year A flexible range of personal benefits to choose from, plus company funded private medical cover A ShareMatch scheme that allows you to become an Informa shareholder with free matching shares Strong wellbeing support through EAP assistance, mental health first aiders, a healthy living subsidy, access to health apps and more Recognition for great work, with global awards and kudos programmes As an international company, the chance to collaborate with teams around the world We’re not solely focused on a checklist of skills. We champion energy and ambition and look for colleagues who will roll their sleeves up, join in and help make things happen. If it sounds like a match and you have most – although not all – of the skills and experience listed, we welcome your application. If you would like to request reasonable adjustments or accommodations to assist your participation in the hiring process and, or in the advertised position, please inform the appropriate Talent Acquisition Partner for the role once they have been in touch. Your request will be reviewed and considered in confidence. At Informa, you'll find inclusive experiences and environments where all perspectives and backgrounds are welcomed. As part of this approach and our diversity and inclusion commitments, we are also formally an Equal Opportunities Employer. This means we base decisions on relevant qualifications and merit and do not discriminate on the basis of key characteristics and statuses, including all of those protected by law. Ask us or see our website for full information. See how Informa handles your personal data when you apply for a job here.

Responsibilities

The Operations Executive will manage logistics for VIP Services, including flight operations, transfers, and gifting. They will ensure timely and accurate coordination of services while overseeing operational budgets.