Project Coordinator - Fan Expo HQ

Project Coordinator - Fan Expo HQ

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 programs for individuals and businesses.

FAN EXPO HQ is the largest pop-culture event producer in the world. Our mission is to deliver the ultimate fan experience through our growing portfolio of events, which includes MEGACON Orlando, FAN EXPO Dallas, FAN EXPO Boston, FAN EXPO Denver, FAN EXPO San Francisco, FAN EXPO Canada, Calgary Comics & Entertainment Expo, FAN EXPO Vancouver, FAN EXPO Chicago, FAN EXPO New Orleans, FAN EXPO Philadelphia, FAN EXPO Cleveland, FAN EXPO Portland, VidCon, 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.

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:

• Conserve senior management's time by providing administrative assistance, communications, producing analytics, and preparing presentations on special projects
• Support new hires with administrative setup 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, etc., in 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

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:

• Bachelor's 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

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.

• 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 it's 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

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.

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