Operations Executive, VIP Services

Operations Executive, VIP Services

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.