Company Description

Informa Connect:

We are part of Informa, a global business with a network of trusted brands in specialist markets across more than 30 countries, and a member of the FTSE 100.

Our purpose is to connect our customers with the information and people that empower them to know more, do more, and be more. No other company in the world helps more people share professional knowledge or make business connections.

Each year, we run around 800 events, create digital platforms centered on engaging news and information content, and operate professional development programs for individuals and businesses.

FAN EXPO HQ

FAN EXPO HQ is the largest pop-culture event producer in the world. Our mission is to deliver the ultimate fan experience through our growing portfolio of events, which includes MEGACON Orlando, FAN EXPO Dallas, FAN EXPO Boston, FAN EXPO Denver, FAN EXPO San Francisco, FAN EXPO Canada, Calgary Comics & Entertainment Expo, FAN EXPO Vancouver, and more.

FAN EXPO HQ is a division of Informa, the world’s leading events company, and together we create opportunities for fans to explore and celebrate all things pop-culture, through operational excellence, fandom expertise, and out-of-this-world content.

Ready to embark on a new and exciting adventure?

Job Description

As Talent Operations Coordinator at Fan Expo HQ, you will join an exceptional team of event professionals responsible for the planning and execution of all aspects of celebrity appearances at Fan Expo events.

What you’ll do

Your portfolio will include 5-6 events of varying scale across North America. Reporting to our Talent Operations Manager, your responsibilities will include (but are not limited to):

Main operations point of contact for Talent Agents

Gathering travel details and plans for 15-100 guests per event
Negotiating flight options for each guest, based on contracted requirements and guest schedule restrictions, while maintaining an eye to budgets
Gathering Guest operational requirements, eg. onsite support needs (Guest Liaison, Cashier, Line Control), ADA requirements, dietary restrictions

Book all Guest and Staff travel

Work with our travel agency partner to book flights
Develop a list of reimbursements to be paid at the show

Manage event’s hotel room block

Develop and manage rooming lists for each hotel (3-5 properties with potential for over 500 room nights per show), working with show managers and Talent Operations Manager to take best advantage of promotional rates or complimentary amenities or perks offered at each property
Update Housing Managers at each property regularly as flight schedules and guest needs change
Review hotel invoices and ensure accuracy of billing

Coordinate Guest logistics

Track all flight and hotel details in our event management software
Generate travel and event itineraries for each guest, including flight, hotel, ground transportation information and event schedule
Work closely with Transportation Manager to ensure all ground transportation needs are met
Update Talent Operations Manager on any guest appearance changes or non-contracted requests
Prepare badge lists and welcome packages for each agency
Ensure the on-site execution of all Guest operational requirements

Show On-site Support

Attend up to 11 events per year
Act as the main source of onsite support to our guests and travellers during your portfolio of shows
Provide additional support to the lead Talent Operations Coordinator at up to 4 additional shows per year
Work with our Travel Agency Partner to resolve last minute travel issues (eg. Flight cancellations)

Qualifications

What we’re looking for

We’re looking for a team player. Someone who lives to be busy and juggles multiple tasks with ease. A little bit of nerd and a whole lot of attention to detail will take you far.

Specific Qualifications

Must be available to travel within North America
Must be available to work evenings and weekends during event dates
Valid passport is mandatory
Previous event experience considered an asset
Previous travel agency and hotel room block management experience considered an asset
Proficient in Microsoft Office applications
The pay range for this position is $40,000 - $50,000 depending on experience
This posting will expire on 10/15

Additional Information

We work hard to make sure Life at Informa is rewarding, supportive and enjoyable for everyone. Here’s some of what you can expect when you join us. But don’t just take our word for it – see what our colleagues have to say at LifeAt.Informa.com

Our benefits include:

Freedom & flexibility: colleagues rate us highly for the flexibility and trust they receive, and we support a range of working patterns
Great community: a welcoming culture with in-person and online social events, our fantastic Walk the World charity day and active diversity and inclusion networks
Broader impact: take up to four days per year to volunteer, with charity match funding available too
Career opportunity: the opportunity to develop your career with bespoke training and learning, mentoring platforms and on-demand access to thousands of courses on LinkedIn Learning. When it’s time for the next step, we encourage and support internal job moves
Time out: 15 days PTO rising to 20 after three years and 25 after six years, plus 10 national holidays, a birthday leave day and the chance to work from (almost!) anywhere for up to four weeks a year
Competitive benefits, including a 401k match, health, vision and dental insurance, parental leave and an ESPP offering company shares at a minimum 15% discount
Strong wellbeing support through EAP assistance, mental health first aiders, free access to a wellness app and more
Recognition for great work, with global awards and kudos programs
As an international company, the chance to collaborate with teams around the world

We know that sometimes the 'perfect candidate' doesn't exist, and that people can be put off applying for a job if they don't fit all the requirements. If you're excited about working for us and have most of the skills or experience we're looking for, please go ahead and apply. You could be just what we need! We believe strongly in the value of diversity and creating supportive, inclusive environments where our colleagues can succeed. As such, Informa is proud to be an Equal Opportunity Employer. We do not discriminate on the basis of race, colour, ancestry, national origin, religion, or religious creed, mental or physical disability, medical condition, genetic information, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity, gender expression, age, marital status, military or veteran status, citizenship, or other protected characteristics under federal, provincial or municipal law.

At Informa, you'll find inclusive experiences and environments where all perspectives and backgrounds are welcomed. As part of this approach and our diversity and inclusion commitments, we are also formally an Equal Opportunities Employer. This means we base decisions on relevant qualifications and merit and do not discriminate on the basis of key characteristics and statuses, including all of those protected by law. Ask us or see our website for full information.

See how Informa handles your personal data when you apply for a job here.

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