Talent Operations Coordinator - Remote

$40,000 - $50,000/Yr

Informa - New York, NY

Full-time - Mid Level

Remote - New York, NY

1-10 employees

Educational Services

About the position

The Talent Operations Coordinator at Fan Expo HQ is responsible for managing the logistics of celebrity appearances at various events across North America. This role involves coordinating travel arrangements, negotiating with talent agents, and ensuring all operational requirements for guests are met during events. The coordinator will work closely with the Talent Operations Manager and will be the main point of contact for talent agents, handling multiple events simultaneously.

Responsibilities

• Serve as the main operations point of contact for Talent Agents.
• Gather travel details and plans for 15-100 guests per event.
• Negotiate flight options for each guest based on contracted requirements and guest schedule restrictions.
• Gather guest operational requirements, including onsite support needs, ADA requirements, and dietary restrictions.
• Book all guest and staff travel in collaboration with a travel agency partner.
• Develop a list of reimbursements to be paid at the show.
• Manage the event's hotel room block and develop rooming lists for each hotel.
• Update Housing Managers at each property regularly as flight schedules and guest needs change.
• Review hotel invoices and ensure accuracy of billing.
• Coordinate guest logistics and track all flight and hotel details in event management software.
• Generate travel and event itineraries for each guest, including flight, hotel, ground transportation information, and event schedule.
• Work closely with the Transportation Manager to ensure all ground transportation needs are met.
• Update the Talent Operations Manager on any guest appearance changes or non-contracted requests.
• Prepare badge lists and welcome packages for each agency.
• Ensure the on-site execution of all guest operational requirements.
• Act as the main source of onsite support to guests during events.

Requirements

• 1 year of hotel experience.
• Proficient in Microsoft Office applications.
• Must be available to travel within North America.
• Must be available to work evenings and weekends during event dates.
• Valid passport is mandatory.

Nice-to-haves

• Previous event experience considered an asset.
• Previous travel agency and hotel room block management experience considered an asset.

Benefits

• Employee stock purchase plan
• Dental insurance
• Paid time off
• Parental leave
• Employee assistance program
• Vision insurance
• 401(k) matching