Job Description

Are you interested in joining the North America division at Informa Connect as EVENT OPERATIONS COORDINATOR (NYC HYBRID WORKING MODEL)?  The role will report to the Director of Operations, North America.  The environment is busy and challenging and you must be able to work on multiple events ensuring consistency in delivery.

The EVENT OPERATIONS COORDINATOR (NYC HYBRID WORKING MODEL) will work across a range of digital and in-person events, as well as webinars and other digital products. Typically the role would primarily focus on delivering 6 - 8 digital, in-person or hybrid events annually from beginning to end, working across all parts of the operations process, in both a supporting role and in a leading role. As we continue to expand our digital offering, additional webinar and digital product coordination may be required throughout the year alongside the events.

This position is best suited to a creative, self-motivated and confident individual who has a strong ability to multitask, is happy to work individually and as part of a team, and who is willing to fully immerse themselves in the events community.

RESPONSIBILITIES:

Pre-event coordination (55%)

• Speaker management – including but not limited to: initial contact letter, gather and communicate hotel & technical requirements, coordinate presentation material and video recordings, arrange technical tests, cross check agendas across various online platforms, collaborate with production team on changes to agenda
• Sponsor and Exhibitor management – including but not limited to: maintain accurate sponsor and exhibitor log based on signed contracts, build online exhibition manuals and fully manage sponsorship/exhibition clients to meet all contracted deliverables, update exhibition floor plans and booth lists, manage collection of sponsor logos, oversee registration of contracted passes via InFront, EV2 or other system
• Act as main speaker and/or sponsor/exhibitor liaison, answering questions and fulfilling requests
• Maintain strong customer service with response times set at less than 24 hours
• Create and send scheduled newsletters, reminders and other communications
• Build strong relationships with Sales to provide clear guidance on the commercial opportunities at the events, research new opportunities based on venue and location
• Prepare, proof, organize production and arrange delivery of necessary materials for conference and/or expo onsite documentation
• Organize signage creation and production for smaller conferences
• Work with centrally procured vendors to research and order necessary deliverables  
• Help team to ensure all Health & Safety requirements are met
• Help to embed sustainability into every event in line with Informa’s FasterForward approach
• Attend event planning meetings, presenting clear and concise updates, identifying and addressing any impacts to the event and proposed resolutions

During the event (20%)

• Travel to in-person events, up to 7 days for load in, live event and break down
• Be the main point of contact for speakers and/or sponsors/exhibitors during the event
• Arrange, set up and manage pre-planned details and requests from speakers and/or sponsors/exhibitors
• Manage onsite requests from speakers and/or sponsors/exhibitors
• Complete and comply with onsite Health and Safety procedures

Post-event admin (10%)

• Distribute presentation material and/or recordings from the event for attendees
• Check and manage payment for speaker and/or event material invoices in a timely manner
• Communicate final speaker and/or sponsorship costs with Operations Lead
• Fulfil any post-event sponsorship deliverables as necessary

Other (15%)

• Coordination with the Digital Delivery Team of digital products as required for hybrid events
• Performance of special projects in collaboration with other teams as requested
• Attend training as suggested by Manager

Qualifications

• 1-2 years’ experience coordinating events, preferably in-person conferences and exhibitions
• Strong communication skills, with the ability to flex as appropriate and build strong relationships both internally and externally
• Excellent time management and organizational skills including the ability to plan business projects, prioritize and handle multiple tasks
• The ability to proactively manage responsibilities and checklists for the event
• A team player who is willing to pick up duties outside of the described role  
• An active listener who is always looking to exceed customer expectations
• The ability to travel domestically and internationally when conditions allow

OTHER ATTRIBUTES:

• Process-driven and detail-oriented with excellent written and verbal skills

• Ambitious, energetic, positive and inquisitive, constantly looking for the upside and ways of making things better

• Able to generate ideas, bring these to the table with confidence and deliver them through

• Charismatic and passionate, able to inspire others

• Determined and driven, happy to break through barriers and challenge the status quo

• The pay range for this position is $44,625 - $55,000, depending on experience

Additional Information

WHY WORK AT INFORMA  

Employee experience is very important to us at Informa. On top of joining a supportive, diverse and ambitious team that welcomes all types of candidates. We are also flexible with different working patterns and prioritizes promotions internally. Our benefits include:

• Learning and development plan to assist with your career development  
• 15 days PTO plus 9 national holidays, 4 days for volunteering and a day off for your birthday!  
• Competitive Benefits with 401k match 
• Paid parental leave 
• Work with a high quality of specialist products and service  
• Bright and friendly staff who are all “expert’s experts” and additional training and development for helping you achieve your career aspiration  
• ESPP - become a shareholder

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, color, 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, state or local law. 

See how Informa handles your personal data when you apply for a job here.