GSMA
Mobile World Live GSMA Intelligence

Senior Project Manager, Exhibitions


Role type
Permanent
Division
Operations
Location
Atlanta
Job Advert

GSMA Ltd (GSMA) seeks an intelligent and energetic Senior Exhibition Manager, reporting to the Head of Exhibition, MWCA.

The main purpose of the role is the management, planning and execution of GSMA’s exhibitions, incorporating project management, operational planning, logistics and liaison with internal and external departments. The exhibition team works alongside the events team who are responsible for the delivery of GSMA’s conferences and events.

This role is designed specifically to manage and deliver the exhibition and exhibition related components of GSMA’s events, in addition this role may manage components of the event that span all areas where standards need to be kept consistent.

Main responsibilities include, but are not limited to:

Resource management

  • Management of 1-2 direct report at manager level
  • Managing the professional and personal development of these direct reports, setting objectives and implementing plans and processes necessary to achieve these
  • Carry out appraisals/performance reviews as part of the resource management
  • Input into resource planning for exhibition team across portfolio of events throughout the year
  • Management of seasonal freelance event / exhibition managers

Project management

  • Project managing all exhibition related elements of an event, including standard event planning and liaising with internal suppliers such as Sales, Marketing and Content teams, to ensure end-to-end cover for each event, and across multiple events.
  • Developing project plans and critical paths for each event, with clear financial and operational milestones highlighted.
  • Developing project plans and critical paths for each event, with clear financial and operational milestones highlighted.
  • Leading regular ‘virtual’ team meetings / conference calls to ensure project is on track.
  • Creating and presenting detailed project updates (presentations / emails / excel files) to Senior Management, including business cases for new ideas, sponsorship packages, etc.

Contract management

  • Ownership of specific suppliers and contracts as the ‘business owner’
  • Authoring the business schedules, working with legal to develop the complete contract
  • Preparation of service level agreements (SLAs)
  • Liaising with suppliers to negotiate agreement and obtain signature within set tolerances and deadlines

Supplier management

  • Management of venues, facilities, suppliers, security and access, AV & technical, transportation, signage, design and build of specific areas.
  • Crisis planning, health & safety, security etc
  • Supervise large scale RFP processes, as delivered and executed by Exhibition Managers
  • Produce risk assessments.

Financial management

  • P&L budget management and maintenance of contribution margin
  • Management of tenders, quotes, purchase orders and invoice payment
  • Regular reporting on all budget forecasts and actuals
  • Demonstrate strong experience of cost management and financial control (including management of purchase orders and invoice payment)
  • Budgets to be developed by SEM, both from scratch and working within business plan figures; level of budgets managed to be circa £1 - £2m
  • Supervise and guide input into sponsorship inventory, identifying fixed vs variable costs and securing appropriate margins
  • Monthly reporting of P&L and detailed budgets with finance team and event director
  • Working with the event managers to develop individual project plans and budgets for their events.

Operational management

  • This role involves meticulous planning and venue/supplier management at the highest level within the industry.
  • Preparation of onsite resourcing plan and event schedule.
  • Travelling to each event, where necessary, for onsite event delivery.

Quality & standards

  • To work in-line with the processes and procedures set by GSMA for all events globally
  • Manage and implement the standard GSMA  policies, rules and regulations
  • Maintain the standards of high quality set by GSMA for all events globally

Reporting

  • Weekly reporting of key issues /milestones (project, operational and financial) to the Head of Exhibition.
  • Responsible for delivering the weekly updates for the Exhibition Team on Project Calls

General Project Assistance

The Exhibition Operations Department is extremely busy constantly working to tight deadlines and embarking on new projects.  Under the direction of the Head of Exhibition and the Operations Director, this person will be required to provide additional assistance on other project components as required within the GSMA Business team.

 

Criteria for Selection

Qualifications

No specific qualifications necessary. Event management or business qualifications are beneficial. Languages are desirable.

Work Experience

4+ years in an operational role working in a commercial exhibition environment. Proven to be a leader their area of expertise. Resource planning and management (people/time/money). Experience in managing large/complex budgets. Experience with providing reports to and dealing with senior management. Proven experience in successful line management, conducting interviews, performing appraisals, professional development, monitoring performance and conflict resolution. Proven experience successfully working closely with senior management. Proven experience successfully working with senior people from client organisations

IT Skills

Strong Microsoft Office skills required, especially Excel and PowerPoint. Experience working with cloud based operational management systems.

Project Management Skills

Formal PM qualifications not required, but certainly beneficial. Expect to see demonstration of use of PM processes in execution of their projects to date. Ie use of milestones, project plans, project reports, co-ordination of project teams.  Also expect to see experience of following internal processes for project reporting. Can demonstrate experience with the development of new event ideas. Proven track record of vendor negotiation and management. Demonstrates understanding of holistic event mix (understanding role of other depts in delivery of event, and co-dependencies).

Communication Skills


Excellent presentation skills (content development and physical presentation with minimal input from DLM).
Professional and appropriate conduct at all times on all comms, especially when dealing with situations you may not agree with / be comfortable with.
Ability to encourage /motivate people to put forward new, innovative ideas.
Additional languages not essential, but definitely beneficial.

Negotiation skills

Superior negotiation skills. 
Anticipate greater value for money negotiaied.
Increased complexities of contracts to negotiate and manage (multi year; soft benefits, etc)
Increased profile of the contract and impact on overall business.
Develop Deal Sheet with minimal input from DLM.
Anticipate head of dept /ED to be involved in process.

Reporting


Demonstrates clear experience of delivering complex reports, displaying analytical skills, presentation skills (ie graphical + text illustrations) and providing the recommendation / solution.
Requirements at this level: Reporting could be sent to Head, as well as EDs, Senior mgnt

Leadership/Resource Mgmt

Already covered above

Supplier Management


Increased complexities of projects to manage. Proven successful relationship management with suppliers and partners.

Financial Mgmt


Demonstrates strong experience of cost management.  Expect budget to be developed by 'senior manager', both from scratch and working within BP. Expect level of budgets managed to be circa £1 - £2m. Should have awareness of P&L, in terms of revenue tracking vs expenditure, and maintenance of 'contribution margin'. Ability to manage multiple budgets and present financial reports. Responsibility for following company processes in maintenance of forecasts. Will need to liaise with Finance.

Travel requirement

International travel required

Customer Service Skills

Must be able to handle internal and external customer service issues with senior level vendor contacts with sense of urgency and to satisfactory conclusion. Must be able to provide direct customer service to large client on matters concerning their presence at the event and technical issues that arise out of it.

Health and Saftey

NEBOSH and First Aid qualified preferred, but not essential. Will put candidate through training. Experience with risk assessments and implementing a successful health and safety policy.

Leadership:  of projects

Will need to lead projects under their responsibility, with minimal guidance / direction from line manager.

Leadership: of people

Proven successful line management experience, may be required to manage 1 - 3 direct reports (as well as suppliers).
Expected to give input into resources planning; must be able to lead, motivate and professionally develop staff.