Events Operation Specialist

Are you an animal lover with a knack for event planning?

Do you dream of working for an organization that's on a mission to make the world a better place for animals? Fear Free is looking for an Events Operation Specialist to join our team! This role is not just another job; it's a chance to blend your passion for events and animal welfare, creating experiences that educate and inspire change. If you're experienced in managing both grand-scale international events and impactful webinars, and you thrive in a fast-paced, innovative environment, we want to hear from you!

Dive into a career where your love for animals and your event management skills can shine and make a real difference.

About Fear Free:Fear Free is a rapidly growing, innovative company dedicated to reducing fear, anxiety, and stress in pets by educating and inspiring those who care for them. As we expand our event and digital footprint, we seek an organized, experienced Events Operation Specialist who is passionate about animals and experienced in successful event management to join our team.

Position Summary:The Events Operation Specialist is an integral role within Fear Free, primarily focused on successful event management, enhanced webinar engagement, and marketing support. This position demands a highly skilled and experienced professional who is adept at multitasking, managing detailed logistics for both domestic and international trade shows, and driving marketing initiatives to support the organization's growth. The successful candidate will work closely with the Marketing Manager and Head of Sales, demonstrating high organizational skills, strategic thinking, and a self-starter attitude.

Responsibilities

Event Coordination:· Proactively seek out, identify and prioritize trade shows and events that align with strategic growth and revenue goals, with a keen focus on opportunities in the United States, Canada, the UK, Australia, and other international markets as prioritized, and providing those recommendations to Fear Free Leadership team.· Successfully manage all facets of trade show logistics, including booth planning, shipping, and scheduling, with a special emphasis on national/international logistics.· Conduct detailed planning and coordination meetings, including quarterly progress reviews, pre-show operational briefings, and post-show evaluations to assess overall success and decide on future participation.· Generate comprehensive post-show reports detailing expenses, lead generation, and ROI to inform strategic decisions and budget allocations.· Ensure collaboration with the Marketing and Sales teams to enhance event exposure, manage promotional activities, and maximize ROI.· Direct (either in person, or virtually/remotely) on-site logistics for all tradeshows, including (but not limited to) VMX and WVC, handling booth setup, operation, and teardown, and the possibility of attending other national/international shows.,· Lead and assist with events during trade shows, such as Animal Handling Labs, to increase leads and engage participants.· Collaborate with all relevant stakeholders in successfully coordinating any additional elements of tradeshow and event logistics as requested.

Webinar Management: · Work closely with the Marketing Manager and internal stakeholders to execute Fear Free’s established webinar strategy, ensuring each webinar aligns with organizational goals and audience needs.· Coordinate all aspects of the webinar process, including scheduling, speaker liaison, technical setup, and live event facilitation, ensuring a smooth and professional experience for all participants.· Engage in continuous communication with Head of Strategic Accounts to assist in with corporate Program Members and Preferred Product Program Members, aligning webinar content and execution with partner expectations and legal compliance.· Assist the Marketing Team in the marketing and promoting webinars, collaborating with internal stakeholders to create effective campaigns that drive registration and maximize participant engagement.· Oversee the post-webinar activities, including the coordination of editing and uploading recorded content with external vendors, analyzing participant feedback, and coordinating with Sales and Marketing teams for lead nurturing and follow-up. Marketing Support:· Collaborate with the marketing team to develop and distribute surveys and contest entries, utilizing platforms like TypeForm and Survey Monkey to collect valuable insights and engage the community.· Provide logistical and operational support for the development and continuous improvement of Standard Operating Procedures (SOPs) and processes, particularly in relation to conferences and webinars.· Coordinate with external design agencies and local/international print shops to ensure timely and accurate production of marketing materials for trade shows and other events. Speakers Bureau:· Assist in the comprehensive management of the speakers’ bureau, including new speaker onboarding, ensuring a smooth integration process and alignment with Fear Free’s objectives.· Maintain and update speaker engagement materials, including presentation decks, promotional content, and informational packets, ensuring all resources are current and accessible.· Coordinate reimbursement arrangements for speaker events, including scheduling, travel, accommodation, and technical requirements, to facilitate seamless execution.· Serve as a liaison between Fear Free and the speakers, fostering positive relationships and clear communication to support ongoing and future engagements.· Monitor and manage the performance and feedback of speakers, using insights to continually improve engagement strategies and speaker effectiveness.· Develop and maintain a dynamic and engaging speakers’ bureau that reflects Fear Free’s mission and values, contributing to the growth and impact of the organization’s educational initiatives. Knowledge, Skills, Abilities:· 5-8 years or equivalent experience in event coordination, with a strong track record of successfully managing large-scale trade shows and events, including handling international logistics in the United States, Canada, the UK, and Australia.· Skilled in webinar management, with the ability to coordinate end-to-end processes, including technical setups and post-event activities; previous webinar experience is an advantage but not required.· Experience in supporting marketing initiatives, capable of assisting in the execution of marketing campaigns, and proficient in using digital tools for market research and engagement.· Effective communication and collaboration skills, able to work closely with internal stakeholders, including executive leaders and external partners, to ensure successful marketing and event outcomes.· Strong organizational and project management abilities, capable of juggling multiple projects, prioritizing tasks effectively, and adhering to deadlines.· Detail-oriented and process-driven, with experience in optimizing Standard Operating Procedures (SOPs) and workflows for marketing and event-related activities.· Creative problem-solving abilities, with a knack for adapting to changing organizational needs and generating innovative solutions.· Familiarity with the Adobe Creative Suite, especially Final Cut, Audition, Photoshop, and InDesign, is an asset, though not required, for creating and editing marketing materials.· Knowledge of YouTube for content uploading and management is beneficial but not mandatory.· Willingness and ability to travel internationally, with the necessary documentation like a passport, to manage and attend events and trade shows.· Holding a Certified Event Planner designation is beneficial but not required, indicating a comprehensive understanding of event management best practices.

Travel Percentage: 30%