Overview: The Expo Assistant Manager oversees the coordination and on-site execution of Expo shows and special events to support successful and efficient operations.

Responsibilities

▪ Coordinate with the Expo Operations Manager for assigned events to understand the event’s needs and requirements

▪ Review each Event Memo to verify all requirements for the event are accurately documented

▪ Plan and prepare for assigned events by meeting with the Expo Operations Manager to confirm details and ensure all necessary equipment is available

▪ Collaborate with department supervisors (e.g.; security, landscaping, box office, maintenance) to communicate event needs, confirm services, and ensure appropriate staffing levels

▪ Communicate effectively with the Expo Operations Manager and Expo Sales Manager regarding any changes, issues, or opportunities related to each event

▪ Supervise Event Staff to ensure setup, operation, tear down and cleanup are completed efficiently and within required timeframes

▪ Communicate any changes in equipment needs or staff hours requested by promoters in a timely manner to support accurate event settlement adjustments

▪ Work closely with event organizers to understand event objectives and requirements

▪ Coordinate logistics for the transport, setup, and breakdown of equipment and materials

▪ Verify that all infrastructure (including electrical systems, staging, and AV equipment) is properly installed and functioning

▪ Maintain and monitor a professional appearance among Event Staff, ensuring uniforms are clean, neat, and worn appropriately▪ Coordinate post-event facility reset procedures, including cleaning event spaces, returning equipment to designated storage areas, sanitizing restrooms, removing trash, and maintaining a clean, organized, and presentation-ready environment for prospective clients

▪ Operate and monitor the facility’s HVAC scheduling system, adjusting temperatures as needed during events and assisting with basic troubleshooting of chillers and air handlers prior to contacting service technicians

▪ Utilize the TODIST system to manage assignments, track outstanding tasks, and create work orders as needed

▪ Plan and coordinate maintenance projects in advance, ensuring required materials and supplies are readily available

▪ Support the smooth execution of daily operations by identifying and resolving operational issues in a timely manner

▪ Conduct routine risk assessments and implement corrective measures to minimize potential operational concerns

▪ Maintain compliance with all applicable health, safety, and regulatory standards during events

▪ Assist with the preparation, monitoring, and management of budgets related to expo and event operations

▪ Communicate regular updates regarding event operations, project progress, and facility needs to leadership and staff

▪ Support software applications and technology systems required for events

▪ Perform preventative maintenance, testing, and updates on IT equipment to maintain reliable performance

▪ Maintain accurate inventory records for IT equipment, supplies, and related technology assets

▪ Provide technical support and basic training to staff and volunteers on the use of IT equipment, software, and event technology systems

▪ Respond promptly to technology support requests and troubleshoot issues to ensure minimal disruption to event operations

▪ Create and maintain user guides, reference materials, and documentation for common technology procedures and systems

▪ Other duties and responsibilities as assigned by management

Qualifications and Requirements

▪ Proven experience in event management, preferably involving large-scale expo events

▪ Technical experience supporting IT systems, including hardware, software, and network troubleshooting

▪ Strong organizational and logistical abilities▪ Excellent leadership and team coordination skills

▪ Strong problem-solving capabilities with the ability to remain calm under pressure

▪ Effective verbal and interpersonal communication skills

▪ Ability to work flexible schedules, including evenings, weekends, and holidays, as required

▪ Requires the ability to read and understand written and oral instructions

▪ Ability to address problems involving a few concrete variables in standardized situations

▪ Ability to sit or stand for long periods of time, walk, reach with hands and arms; climb, balance, stoop; kneel; crouch, and crawl; lift and carry objects weighing 50 pounds for 200 feet; utilize close vision, distance vision, color vision and depth perception

▪ Ability to work in rain, cold, and windy conditions