Director of Operations

Company Hiring Intro: Modern Expo & Events is Salt Lake’s leading independent exposition service contractor, event producer and decorator. While our services and capabilities have grown, our commitment to our founding principles of quality, value, service, family and community remain unchanged. Modern Expo, Events & Exhibits has become an industry leader, providing exposition and event services for over 400 events annually all around the country. 

Position Overview: The Expo, Event, and Exhibit Operations Director is responsible for overseeing both the Custom Exhibits & Events Production Team and the Special Projects/Journeymen Team that provides show-site event labor. This role plays a crucial part in labor and cost management, ensuring profitability across all projects. The ideal candidate must be a strong leader, capable of navigating challenges with confidence and leveraging data as a roadmap for decision-making. Additionally, this role requires expertise in budget management, KPI tracking, team and performance monitoring to drive efficiency and success.

The Journeymen Team is currently a cost center, but the goal is to transform it into a profit center by offering labor to other agencies, functioning similarly to a staffing company during low revenue months with priority in staffing our company needs first. This team is managed by a Journeymen Manager and a Scheduling Coordinator, both of whom report to this Director role.

The Production Team consists of Event and Exhibit Production Managers who plan and execute shows at venues, primarily in Utah but also nationwide. The Director is responsible for managing their schedules while also taking a hands-on approach to leadership, ensuring a deep understanding of on-site show execution and success factors. Recently, two separate production teams have been merged to streamline processes and create more well-rounded and versatile Production Managers who can handle multiple project types while still having the ability to specialize in either exhibits or events. This transition has necessitated the standardization of processes across all projects. Additionally, Production Managers must balance the responsibilities of planning and managing labor, projects, inventory, and equipment while also proactively communicating show-site needs and goals to their teams. They are expected to communicate and hold teams accountable for meeting targets, step in as labor when necessary, and exercise sound judgment on when to intervene directly. The Director will be leading the team in understanding and effectively fulfilling this role.

Key Responsibilities:

Team & People Management:

• Lead initiatives to train and manage the Production Team and Journeymen Team.
• Hold employees accountable for training programs, structure adherence, and certifications.
• Set clear performance expectations and conduct regular one-on-one check-ins and team meetings.
• Provide vision and direction to meet event budget expectations.
• Oversee and properly document hiring, terminations, and course corrections as needed.
• Create, implement and confirm that the team adheres to consistent processes that are convertible across different project types, ensuring quality and process adherence.
• Create implement and maintain initiatives to cross train Production Managers on different project types to enhance their versatility by executing various shows and exhibits with different complexity levels.

Financial & Budget Management:

• Report on and forecast team labor needs and manage department and project budgets.
• Proactively plan and track labor costs per event to ensure profitability.
• Develop and monitor financial reports and provide monthly reporting.
• Implement cost management strategies to transform the Journeymen Team into a revenue-generating operation.
• Report to executive management on costs and forecasting.
• Oversee and manage all department labor hours are being accurately tracked, allocated, and approved to ledger allocations including show labor hours, PTO, WFH, etc.

Operational Planning & Execution:

• Establish and enforce planning and execution protocols for event success.
  • Oversee and track show-site inventory management, ensuring quality assurance, accuracy, loss and accountability.
  • Coordinate labor communication and budget planning for seamless execution.
  • Ensure proper logistics and transportation management for multiple shows.
  • Actively manage the schedules of Event and Exhibit Production Managers and provide hands-on leadership to ensure successful show-site execution.
  • Oversee the rental logistics and ordering of equipment and carpet for all shows while reviewing and approving the planned quantities from Production Managers.
  • Implement an efficient process and ensure Production Managers can accurately track inventory on show site and document any missing items before leaving a show.
  • Require the team to report and document risk management and incidents as part of the operational process.
  • Be on-site during critical show moments to support Production Managers in times of stress and complexity, ensuring quality, sound judgment, and effective decision-making.

• Performance & KPI Monitoring:

  • Develop and track team KPIs, providing consistent performance feedback.
  • Implement strategic assessments and efficiency evaluations to optimize team output.
  • Support the development of Standard Operating Procedures (SOPs) for all team processes.
  • Regularly evaluate and enhance employee performance and retention strategies. 
  • Maintain an up-to-date department manual and training materials.
  • Proactively forecast labor needs and strategize for a stable team and project support.
  • Manage Production Managers’ pipeline and balance hours and revenue execution across the team.
  • Ensure Production Managers accurately track job numbers and costs associated with each event.

• Leadership & Strategic Development:

  • Lead the department through change and foster a culture of adaptability in a fast-paced environment.
  • Lead a structured approach to employee growth, development and compensation. 
  • Prioritize and execute urgent projects efficiently.
  • Develop proactive staffing strategies for both long-term department needs and short-term projects.
  • Communicate issues proactively and use sound judgment on what should be escalated quickly, preventing the perception of hiding problems.
  • Escalate and troubleshoot issues with a strong problem-solving mindset.
  • Proactively show results through data-driven methods to executive leadership.
  • Collaborate with executive management and other departments to align goals and strategies. 
  • Maintain a flexible, creative and versatile approach in strategies to attract and acquire talent. 

• Compliance & Best Practices:

  • Ensure adherence to the latest federal and state safety regulations to optimize show-site safety for employees.
  • Maintain strong relationships with production vendors.
  • Oversee product fulfillment, sourcing, and research to optimize production processes.
  • Support internal department inquiries and provide detailed product/inventory insights.
  • Take a hands-on approach to setting standards for building, execution, and planning best practices.
  • Negotiate contracts with suppliers while keeping the company’s best interests in mind and document all agreements in writing.

• Balancing Operations & Team Management:

  • Maintain a balance between daily operations, team management, and urgency in implementing tools to help the team reach goals.
    • Oversee key initiatives such as workbook revisions, labor calculation updates, team road case updates, tools budgeting, and purchasing to drive operational efficiency.

  • Required Qualifications & Skills:

    • Proven experience in event and exhibit production operations.
    • Strong leadership and interpersonal communication skills.
    • Ability to direct and manage both large teams with diverse backgrounds and education levels.
    • Experience with budget forecasting, financial reporting, and cost management.
    • Data-driven decision-making skills with a focus on KPI tracking and accountability.
    • Highly adaptable and proactive in fast-moving environments.
    • Proven track record of maintaining a solution-oriented mindset and driving teams to successfully meet goals. 
    • Strong problem-solving abilities and strategic thinking.
    • Hands-on approach to developing processes and driving innovation.
    • Ability to drive, balance and maintain a “get it done – right – safe – efficient – cost effective” approach.

  • This role requires a self-starter, someone who is motivated and unafraid to push, guide, and develop their team in uncharted territory. The ideal candidate is confident in managing multiple moving parts while ensuring profitability, efficiency, and operational excellence in all aspects of expo, event, and exhibit production.