Events Operations Coordinator - job 1 of 2

We’re 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 to information and people that help them know more, do more and be more. No other company in the world helps more people share professional knowledge or make business connections.

We run around 800 events each year, create digital platforms based on engaging news and information content, and operate professional development programmes for individuals and businesses.

FAN EXPO HQ is the largest pop-culture event producer in 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, FAN EXPO Chicago, FAN EXPO New Orleans, FAN EXPO Philadelphia, FAN EXPO Cleveland, FAN EXPO Portland, VidCon, 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? Read on.

Responsibilities:

• Plan and organize all logistical aspects of each event
• Deliver events on-time and on-budget and to seek to continuously improve event delivery and creativity
• Co-handle relationships and negotiate partnerships and costs with facilities and outside suppliers including AV, general services, cleaning, F & B, staffing agencies, signage, registration, security, decorators and contractors
• Act as the liaison between the sales team and show management regarding floor plans, room layouts and booth regulations. Responsible for obtaining necessary approvals from relevant authorities
• Control exhibitor/ sponsor communications and services as it relates to the operational details of the event
• Oversee event move in/move out logistics, event set up, staffing
• Ensure health and safety compliance on-site and within the office
• Lead show and office supplies and assets onsite, in warehouse and with third party storage
• Work on operational budgets, YOY proposal analysis, invoice review and reconciliation
• Oversee the maintenance and growth of our registration process, ticketing, and  badges
• Oversee operational website updates and efficiency
• Maintain good knowledge of contractors and venues to evaluate the services, facilities and best practices that are available within the industry
• Collaborate with other departments including sales, sponsorship and marketing teams to ensure all processes are efficient and effective as possible, suggesting new processes where necessary
• Work with the senior management team to enhance the product and service offering across the portfolio to maintain market leadership
• Manage the effectiveness of office operations
• Assist with diverse range of tasks throughout portfolio and office

Skills:

• Highly organized and detail-oriented
• Strong time management skills and adaptable to constantly changing priorities
• Ability to work under pressure, balance workload and meet tight deadlines
• Critical thinker who can make suggestions for improving event and process
• Strong verbal and written communications skills
• Positive attitude, strong work ethic and team player

Qualifications

• College or University degree in Event Management, Business Management or Project Management
• 3 – 5 years of operational and/or event management experience
• Experience with Illustrator and floor planning considered an asset
• Experience with Salesforce and/or other CRM platforms considered an asset
• Logistics experience considered an asset
• Proficient in Microsoft Office applications
• Must be available to work evenings and weekends during event dates
• Travel 4-5 events per year within Canada and US. Valid passport is mandatory
• The pay range for this position is $48,875 - $60,000 depending on experience 
• This posting will automatically expire on May 2, 2025.

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’re not solely focused on a checklist of skills. We champion energy and ambition and look for colleagues who will roll their sleeves up, join in and help make things happen. If it sounds like a match and you have most – although not all – of the skills and experience listed, we welcome your application.

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.