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)
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
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.
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