Job Description

An exciting opportunity has arisen for an Event Delivery Coordinator to join the Life Sciences division at Informa Connect. The role will report to the Senior Operations Manager for Life Sciences & Pharma. The environment is busy and challenging and you must be able to work on multiple events ensuring consistency in delivery.

The Event Delivery Coordinator will work across a range of in-person events. Typically the role would primarily focus on delivering 6 - 8, 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.

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 Life Sciences events community. Position will be based in Boston area with 2 days per week in the office at the WorkBar downtown crossing.

Principal Duties and Responsibilities:

Include, but not limited to:

** Pre-event Coordination** (45%)

• Speaker management – including but not limited to: initial contact letter, arrange travel, hotel & technical requirements, coordinate presentation material and video recordings, arrange technical tests, cross check agendas across various online platforms
• Sponsor and Exhibitor management – including but not limited to: build online exhibition manuals and fully manage sponsorship/exhibition clients to meet all contracted deliverables, update exhibition floor plans and booth lists
• Working closely with Digital Delivery team on all hybrid event deliverables eg. AV and onsite digital experience
• Floorplan creation – working closely with our vendors to develop exhibit floorplan in line with current and local guidelines
• Strong customer service is key with response times set at less than 24 hours and to be the main speaker and/or sponsor/exhibitor liaison
• Liaison with Customer Services and bookings department
• Work closely with the Product, Sales & Marketing managers to design the customer journey and exhibition spaces across the events portfolio.
• Strong relationships with Sales to provide clear guidance on the commercial opportunities at the events
• Conference Documentation - prepare, proof, organise print and arrange delivery
• Organise signage, sponsored items, drinks receptions, site visits etc
• Brief venues on required configuration and requirements. Responsible for monitoring cancellation dates, bedroom guarantees, and arranging deposit payments
• Ensure all Health & Safety requirements are met
• Help to embed sustainability into every event in line with Informa’s FasterForward approach
• Management of event budget and tight cost control to ensure costs are kept within budget
• Attend event planning meetings, presenting clear and concise updates on the event milestones, identifying and addressing any impacts to the event and proposed resolutions.
• Work with centrally procured vendors, to significantly improve the experience for our commercial clients and attendees at the events, providing a new inventory of products and services that will set Life Sciences apart from its competitors

On the Day (30%)

• Attend whole event, either digitally or in-person, which can be up to 4 days plus move in day in mainland USA and/or Europe
• Be the main point of contact for speakers and/or sponsors/exhibitors during the event
• Be solely responsible for all onsite operations for some events
• Fully manage suppliers onsite e.g. general services contractors, AV, catering
• Arrange, set up and manage registration
• Manage and coordinate all staff attending the event
• Health and Safety: complete forms and ensure all present are aware of procedures
• Enhance the customer’s experience of the event on site, differentiating us from our competitors.

Post-event admin (20%)

• Upload / distribute any presentation material and recording from the events for attendees
• Prepare final cost analysis of the event
• Check and manage payment for all invoices relating to the event in a timely manner
• Follow up on any commission due from vendors, obtain clear supporting evidence for each source of commission
• Analyse financial reports
• Post Event Health and Safety report

Other **** (5%)

• Performs other duties as needed
• Attend training as suggested by Manager

Qualifications

You’ll need to succeed:

1-2 years’ experience of coordinating events

Experience in client and supplier management is essential.

Previous experience working closely with product, marketing, commercial, sales and finance departments

Strong communication skills, with the ability to flex as appropriate and build strong relationships both internally and externally

Strong financial skills, with a track record of reporting, forecasting and managing budgets

Excellent time management and organizational skills including the ability to plan business projects, prioritize and handle multiple tasks.

To naturally operate within the values of the organisation acting with integrity in order to achieve organisational goals.

To proactively manage all aspects of the event, someone who is happy getting their hands dirty and takes time to listen to our customers always looking to exceed expectations.

The ability to travel domestically and internationally when conditions allow

To be:

Process-driven, 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 $48,025 - $58,000, depending on experience

This job posting with automatically expire on 1/26

Additional Information

Just as no two days are the same, at Informa Connect we recognize that no two people are the same, putting diversity and inclusivity at the heart of what we do. This doesn’t happen by chance. We actively work to create a shared culture. It’s a place where individuals bring their own experience and insights to discover new opportunities and build a varied career. We want you to thrive as part of a fantastic community. We champion you.

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 10 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.

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