Senior Operations Associate

Required Skills & Competencies:

We are looking for a highly organized, proactive, and detail-oriented Senior Operations Associate to oversee and streamline day-to-day operational activities. The ideal candidate will play a key role in managing business operations and production Management, conference coordination, stakeholder communication, process optimization, and cross-functional team support while ensuring accuracy, efficiency, and timely execution of tasks.

The candidate should possess strong analytical abilities, leadership skills, technical understanding, and the capability to manage multiple responsibilities simultaneously in a fast-paced environment.

Key Roles & Responsibilities:

Operations & Process Management:

• Manage and oversee daily business operations to ensure smooth workflow across departments.
• Streamline operational processes and identify areas for improvement.
• Handle multiple tasks and responsibilities efficiently while meeting deadlines.
• Monitor operational activities and ensure timely completion of deliverables.
• Provide cross-functional operational support to different teams and projects.
• Take ownership of assigned responsibilities and ensure effective execution.

Conference & Event Operations:

• Manage end-to-end conference and event operations.
• Coordinate with vendors, exhibitors, authors, participants, and organizers throughout the conference lifecycle.
• Handle conference email communication professionally and efficiently.
• Coordinate paper submission processes and maintain submission records.
• Manage registration processes and documentation support.
• Support conference production management and operational execution.
• Handle pre-conference and post-conference operational activities.
• Coordinate proceedings and publication-related activities.
• Manage scheduling, follow-ups, reminders, and event timelines.
• Prepare certificates, reports, and conference-related documents.

Communication & Coordination:

• Draft, manage, and respond to professional emails and correspondence.
• Coordinate effectively with internal teams, external stakeholders, clients, and partners.
• Handle incoming calls and respond promptly to queries and support requests.
• Maintain strong stakeholder relationships through professional communication.
• Resolve operational and participant queries in a timely and professional manner.

Documentation & Database Management:

• Maintain accurate databases, records, and operational documentation.
• Ensure proper documentation of conference records, reports, and communications.
• Organize and manage data using Microsoft Office and related software tools.

Team Management & Leadership:

• Coordinate and collaborate with team members to ensure operational efficiency.
• Monitor team activities and support task allocation and execution.
• Take responsibility for team coordination and operational supervision.
• Demonstrate leadership qualities and accountability in handling projects and teams.

Technical & Analytical Support:

• Possess a strong understanding of technical systems, tools, and devices.
• Analyze operational workflows and identify process improvement opportunities.
• Demonstrate problem-solving and analytical thinking abilities.
• Quickly learn and adapt to new systems, technologies, and operational processes.

Required Skills & Competencies:

• Strong operational and organizational management skills.
• Excellent verbal and written communication abilities.
• Strong multitasking and time management skills.
• Ability to prioritize tasks and meet deadlines efficiently.
• Strong analytical and problem-solving skills.
• Team handling and coordination capabilities.
• Professional email drafting and stakeholder communication skills.
• Good understanding of technical systems, tools, and devices.
• Strong interpersonal and collaboration skills.
• Quick learner with a proactive and solution-oriented approach.
• High attention to detail and accuracy.

Production Handling & Management:

• Coordinate and manage production-related activities to ensure timely and high-quality delivery of conference materials, publications, and other operational deliverables.
• Monitor production timelines, coordinate with internal teams and vendors, and ensure all production tasks are executed accurately and within deadlines.

Qualifications:

• Bachelor’s degree in BCA, MBA, Management, or equivalent qualification.
• Minimum 4 years of proven experience in operations, conference management, administration, or a similar role.
• Proficiency in Microsoft Office Suite and data management software.
• Experience in stakeholder coordination, event operations, and process management will be preferred.

Preferred Candidate Profile:

• Ability to work in a fast-paced and dynamic environment.
• Strong ownership mindset with leadership capabilities.
• Experience in conference or publication operations will be an added advantage.
• Capable of independently managing responsibilities with minimal supervision.