Project Coordinator Fan Expo HQ

This role is based out of our Toronto office. 

We are looking for a proactive Project Coordinator who will provide administrative support manage projects and facilitate effective communication across departments. The ideal candidate is highly organized detail-oriented and possesses excellent communication skills.

Key Responsibilities

Administrative Support

• Conserve senior managements time by providing administrative assistance communications producing analytics and preparing presentations on special projects
• Support new hires with administrative set up and training as assigned
• Compile and maintain meeting minutes for senior team meetings
• Maintain and champion internal data storage platforms distribution lists and key divisional meetings

Project Management

• Manage assigned projects and follow up with staff on completion of tasks
• Assist in preparing project proposals timeframes schedules year over year comparisons and budgets
• Create and maintain comprehensive and professional project documentation plans and reports
• Deliver special projects for the FAN EXPO shows as required including (but not limited to) team summits social events and other initiatives

Vendor & Customer Relations

• Act as primary liaison for universal suppliers as assigned (supplies printing signage credentials etc.) to ensure FXHQ departments are serviced consistently and on schedule
• Provide efficient correspondence and respond to customers exhibitors and sponsors in a timely fashion

Financial Administration

• Oversee and manage Fan Expo PCards for senior executives including coding of expenses and following up on expenses
• Keep track process and reconcile payments including invoices statements checks refund requisitions compliance with financial policies and procedures
• Ensure correct approval sorting coding and matching of invoices and receipts
• Lead commission reporting and collections for Hotel partners in collaboration with show leads.

Reporting & Analysis

• Prepare regular reports and presentations by collecting and analyzing information

Qualifications :

Required Skills

• Excellent organizational and time management skills
• Strong attention to detail
• Proficiency in Microsoft Office Suite (Word Excel PowerPoint)
• Effective written and verbal communication skills
• Ability to work independently and as part of a team
• Problem-solving skills and ability to prioritize multiple tasks

Education & Experience

• Bachelors degree in Business Administration Event Management or related field preferred
• 1-3 years of experience in administrative or project coordination roles
• Experience with event management is a plus

What We Offer

• Competitive salary and benefits package
• Professional development opportunities
• Dynamic and collaborative work environment
• Opportunity to work with exciting events and projects

Additional Information :

We work hard to make sure Life at Informa is rewarding supportive and enjoyable for everyone. Heres some of what you can expect when you join us. But dont just take our word for it see what our colleagues have to say at

Our benefits include:

• 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 its time for the next step we encourage and support internal job moves
• Comprehensive time off package: 10 vacation days 8 paid emergency days 1 paid day to celebrate your birthday and up to 4 paid volunteering days
• Work from almost anywhere for up to 4 weeks per calendar year
• Competitive benefits including Share Match program
• 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

Were 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.

Were 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 youll 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.

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Remote Work :

No

Employment Type :

Full-time