Talent Operations Coordinator

Informa Group Plc. • New York, NY

1d • Hybrid

About The Position

This role is based in our Office
Are you a master of logistics with a passion for pop culture? Do you thrive in high-energy environments where no two days are the same? Can you juggle travel itineraries, hotel room blocks, and celebrity schedules with the precision of a seasoned pro? If so, Fan Expo HQ wants YOU!
We’re on the hunt for a Talent Operations Coordinator to join our dynamic team of event professionals. Based in our New York, Orlando, or Atlanta office, you’ll play a pivotal role in ensuring the seamless execution of celebrity appearances at Fan Expo events across North America. From coordinating travel for A-list guests to managing hotel room blocks and on-site logistics, you’ll be at the heart of the action, making sure our events run like clockwork.
Here’s what you’ll be doing:
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):

Requirements

• You must be willing and able to travel throughout North America for events.
• You must be available for evening and weekend work during event dates.
• A valid passport is required for this role.
• Previous experience where attention to detail in a fast-paced environment was crucial for your role.
• You must be proficient in Microsoft Office applications.

Nice To Haves

• Experience in event or project management is preferred.
• Experience with travel agencies and hotel room block management is an asset, but not required.

Responsibilities

• Main Operations Point of Contact for Talent Agents
• Gather travel details and plans for 15-200 guests, talent reps, staff, and contractors per event.
• Gathering travel details and plans for 50-100 staff and contractors per event.
• Negotiating flight options for each guest and rep, based on contracted requirements and guest schedule restrictions, while also keeping a strong control on costs by carefully managing additional hotel nights, selecting off-peak travel hours, etc.
• Work closely with talent reps on the client’s overall requirements prior to the event and ensure their execution on-site, e.g., onsite support needs (Guest Liaisons, Cashier Assignments, Line Control Support), ADA requirements, dietary restrictions.
• Work closely with Show Managers and the Operations team to determine on-site support needs and to assign and train each hired lead.
• 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 the 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 the best advantage of promotional rates, complimentary amenities, or perks offered at each property.
• Reviewing and ensuring we assign guests, reps, staff, and contractors to the correct properties to use comp rooms and additional perks.
• Update Housing Managers at each property as flight schedules and guest needs change.
• Review hotel invoices, ensure billing accuracy, and work with hotels to resolve any discrepancies.
• Coordinate Guest logistics
• Manage and track data entry for all flight and hotel details in event management software, exercising a high level of attention to detail.
• Generate travel and event itineraries for each guest, including flights, hotels, ground transportation, and the event schedule.
• Work closely with the Transportation Manager to manage all ground transportation needs for both event-side and home-side travel, if applicable.
• Update the Talent Operations Manager on any guest appearance changes or non-contracted requests.
• Prepare and deliver welcome packages—including credentials, welcome letters, schedules, and detailed instructions for each agency—to guests upon arrival.
• Ensure the on-site execution of all Guest operational requirements.
• Show On-site Support
• Attend up to 11 events per year.
• Provide primary on-site support to our guests and travelers across your portfolio of shows.
• Provide additional support to the lead Talent Operations Coordinator at up to 4 additional shows per year.
• Coordinate with our Travel Agency Partner to resolve last-minute travel issues (e.g., flight cancellations, flight changes).

Benefits

• Great community: a welcoming culture with in-person and online social events, our fantastic Walk the World charity day and active colleague groups and networks promoting a positive, supportive, and collaborative work environment
• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed