Talent Operations Coordinator - Remote

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 Infor