Talent Operations Coordinator

Company Description

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.

At FAN EXPO HQ, we’re a group of dedicated event professionals and dragon slayers, who come together to create a vastly growing portfolio of pop-culture events across North America (and slay dragons, of course).

As the largest producer of pop-culture events in North America, our significant event portfolio includes FAN EXPO Canada, Calgary Comic & Entertainment Expo, MEGACON Orlando, FAN EXPO Dallas, FAN EXPO Boston, FAN EXPO Denver, FAN EXPO San Francisco, FAN EXPO Philadelphia, FAN EXPO Chicago 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.

Job Description

This role is based in our NY 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):

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).

Qualifications

We seek a collaborative, adaptable team member who thrives in a dynamic environment and manages multiple tasks effectively. A passion for the industry and strong attention to detail are highly valued.

Specific Qualifications

• 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.
• Experience in event or project management is preferred.
• Experience with travel agencies and hotel room block management is an asset, but not required.
• Previous experience where attention to detail in a fast-paced environment was crucial for your role.
• You must be proficient in Microsoft Office applications.

Additional Information

The hourly pay range for this role is $20-$28/hr based on experience and location. 

We believe that great things happen when people connect face-to-face. That's why we work in-person with each other, or with customers and partners, three days a week or more. When you’re not spending time together in one of our offices or other workplaces – like at an Informa event – you get the flexibility and support to work from home or remotely.

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:

• 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

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.

If you would like to request reasonable adjustments or accommodations to assist your participation in the hiring process and, or in the advertised position, please inform the appropriate Talent Acquisition Partner for the role once they have been in touch. Your request will be reviewed and considered in confidence. 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.

This post will expire on 5/24/2026