Talent Operations Coordinator

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!

Were 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 youll 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 youll be at the heart of the action making sure our events run like clockwork.

Heres what youll 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 clients 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 Events 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 packagesincluding credentials welcome letters schedules and detailed instructions for each agencyto 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. Thats why we work in-person with each other or with customers and partners three days a week or more. When youre 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. 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 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 its 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

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.

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

This post will expire on 5/24/2026

Remote Work :

No

Employment Type :

Full-time