Events Operations Assistant

Events Operartions Assistant

The Events Operations Assistant provides essential operational, hospitality, and administrative support for the successful delivery of all client and internal events onsite at the London office. Working closely with the Events Manager and Events Coordinator, this role is responsible for ensuring event spaces are prepared to the highest standards, coordinating hospitality services, managing event logistics, supporting vendor relationships, and delivering an exceptional client and attendee experience. The Events Operations Assistant serves as a key onsite operational contact, supporting all stages of event delivery from planning through to execution and post-event close-out. This role requires a proactive, organised, and service-oriented individual who can effectively manage multiple priorities while maintaining high standards of presentation, compliance, and customer service.

What your day to day will look like: Event Operations & Setup Delivery

• Responsible for all event room setups and breakdowns, ensuring spaces are configured according to approved event briefs and client requirements
• Coordinate physical event setups with porters, housekeeping, catering providers, and operational teams
• Prepare event spaces, materials, equipment, furniture, signage, and supplies for delivery
• Ensure all setup requirements communicated by the Events Coordinator are completed accurately and on time
• Conduct final room readiness checks prior to event start
• Support onsite operational changes and room reconfigurations during events as required
• Manage event breakdowns, post-event resets, and storage of equipment and materials

Hospitality & Food Service

• Receive catering and beverage deliveries and verify order accuracy
• Prepare and present food and beverage displays in accordance with event requirements
• Deliver food and beverages to event spaces and maintain presentation standards throughout the event
• Support food service and hospitality operations during events
• Monitor hospitality areas and replenish items as required
• Ensure food is handled, labelled, stored, rotated, and disposed of in accordance with food safety regulations
• Support post-event catering collection and clear-down activities
• Maintain clean, organised, and hygienic hospitality areas at all times

Client & Customer Experience

• Provide exceptional service to the client, guests, vendors, and employees attending events.
• Support client requests onsite and provide operational assistance during event delivery.
• Respond promptly and professionally to event-related enquiries.
• Monitor event spaces throughout the day to maintain presentation standards.
• Support the collection of post-event feedback and contribute to continuous service improvement.
• Work collaboratively with the Events Team to deliver an outstanding attendee experience.

Vendor & Supplier Management

• Act as the onsite operational contact for vendors and suppliers during event delivery.
• Coordinate vendor arrival times, site access requirements, loading arrangements, and event logistics.
• Meet vendors onsite and ensure they are directed to the correct event location.
• Support vendor setup, deliveries, breakdowns, and load-out activities.
• Ensure vendors are aware of event requirements, timelines, and operational expectations.
• Collect and maintain required vendor documentation, including RAMS, insurance certificates, allergen information, and Health & Safety records.
• Escalate vendor performance or operational issues to the Events Coordinator or Events Manager.
• Support post-event supplier reviews where required.

Administration & Event Support

• Assist with management of the shared inbox and respond to event enquiries as appropriate.
• Support diary management and general event administration.
• Assist with event ticket management and calendar administration.
• Process and maintain event records, documentation, and filing systems.
• Produce, print, and distribute event materials, including door signage, event sheets, food menus, agendas, and other event collateral.
• Assist with invoice processing and budget tracking as required.
• Maintain accurate records of event activity, supplier information, and operational documentation.

Inventory & Equipment Management

• Maintain organised, clean, and compliant event storage areas, ensuring supplies and equipment are stored correctly and easily accessible.
• Monitor inventory levels of event consumables, hospitality supplies, beverages, stationery, and operational equipment.
• Manage the ordering and replenishment of event supplies, including crockery, cutlery, takeaway containers, disposable service items, linens, and event materials.
• Conduct regular stock checks and maintain accurate inventory records.
• Inspect equipment for damage and ensure all items are properly maintained and stored.
• Ensure event equipment is available, operational, and fit for purpose.
• Monitor storage areas to ensure cleanliness, organisation, and compliance with operational standards.

Health, Safety & Compliance

• Support compliance with all Health & Safety and Food Safety regulations.
• Collect and maintain RAMS, insurance certificates, allergen information, food safety records, and other compliance documentation from vendors and suppliers.
• Ensure all required documentation is received and submitted to the Events Coordinator prior to the event.
• Support food labelling, temperature monitoring, allergen controls, and hygiene standards across event operations.
• Maintain organised compliance records and documentation.
• Ensure vendors follow site procedures and Health & Safety requirements whilst onsite.
• Escalate any compliance concerns to the Events Coordinator or Events Manager.

Operational Excellence & Continuous Improvement

• Resolve operational challenges and event issues as they arise.
• Act collaboratively to solve problems and respond to changing event requirements.
• Identify opportunities to improve processes, systems, and event delivery standards.
• Report facilities or IT issues impacting event operations.
• Support the Events Team in maintaining high operational standards.
• Assist with ad hoc projects and responsibilities as required by the EMEA Events Lead.

Key Measures of Success

• High-quality event setups and room presentation.
• Excellent food and beverage presentation standards.
• Consistently positive client and attendee feedback.
• Successful delivery of events in line with client requirements.
• Effective management of event logistics and operational support.
• Strong vendor and stakeholder relationships.
• Compliance with all Health & Safety and Food Safety requirements.
• Accurate administration, inventory management, and record keeping.
• Well-maintained storage areas, hospitality supplies, and equipment.
• Proactive problem-solving and continuous improvement.
• Strong collaboration with internal teams and operational partners.

Location: On-site -London, GBR

Jones Lang LaSalle ("JLL") is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.