Event Operations Assistant

Description:

The Event Operations Assistant is responsible for providing operational and coordination support for live events, public programs, activations, and cultural initiatives. The role supports the successful planning, execution, and delivery of events by coordinating with internal teams, vendors, performers, suppliers, and stakeholders while ensuring all operational activities are completed according to approved plans, schedules, and quality standards.

Key Responsibilities

Event Operations Coordination

1. Support the coordination and monitoring of on-site event operations across public events, activations, and programs.
2. Assist with event readiness checks to ensure activities are delivered according to approved operational plans and schedules.
3. Monitor event setup, live operations, and post-event breakdown activities to ensure smooth execution.
4. Identify operational issues, risks, or gaps and coordinate with relevant stakeholders to facilitate timely resolution.
5. Maintain effective communication between internal departments, vendors, suppliers, and event management partners.

Scheduling & Operational Monitoring

1. Maintain operational schedules, event timelines, run sheets, and key deliverables.
2. Track event progress against approved schedules and escalate delays or operational concerns when required.
3. Coordinate schedule updates and operational changes with all relevant stakeholders.
4. Support operational readiness activities to ensure successful event delivery.

Performance & Program Coordination

1. Coordinate with event agencies, performers, suppliers, and operational partners during event delivery.
2. Monitor service delivery to ensure compliance with agreed scopes, schedules, and operational requirements.
3. Facilitate communication between technical teams, performers, vendors, and internal stakeholders.
4. Support the execution of performance and program activities in accordance with approved event plans.

Compliance & Administrative Support

1. Track permits, approvals, operational documentation, and event-related records.
2. Ensure compliance with venue procedures, operational standards, and health and safety requirements.
3. Maintain operational trackers, supplier records, project documentation, and event files.
4. Support post-event reporting, administrative tasks, and event evaluations.

Qualifications & Experience

• Minimum 3 years of experience in event operations, event coordination, live events, activations, or similar operational support roles.
• Experience supporting public events, cultural programs, exhibitions, activations, or large-scale visitor experiences is preferred.
• Experience coordinating with multiple stakeholders, vendors, suppliers, and operational teams.
• Experience within museums, cultural institutions, heritage organizations, government entities, or public-facing environments is an advantage.
• Strong organizational and multitasking skills with the ability to manage competing priorities.
• Willingness to work flexible hours, including evenings, weekends, and public holidays, based on event requirements.