Event Operations Coordinator- Boston, MA

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 programmes for individuals and businesses.

Join the dynamic Life Sciences division at Informa Connect as an Event Operations Coordinator. Reporting to the Senior Operations Manager for Life Sciences & Pharma, you will thrive in a busy and challenging environment, managing multiple events with consistency and excellence.

As an Event Operations Coordinator, you will work on a range of in-person events. This role will primarily focus on delivering 6 - 8 in-person events annually, working across all parts of the event operations process, in both a supporting and a leading role. A large portion of the role,will be coordinating the operations of event sponsors and exhibitors.

This role offers an exciting opportunity to play a crucial part in delivering world-class events in the Life Sciences sector.

This role is based in our Boston, MA office.

Responsibilities:

Pre-event Coordination (45%)

• 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, digital exhibition/sponsorship 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 sponsor/exhibitor liaison
• Liaison with Customer Services, registration 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
• 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 smaller 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%)

• 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

• 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.
• The ability to travel domestically and internationally when conditions allow

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. But don't just take our word for it - see what our colleagues have to say at LifeAt.Informa.com

• Freedom & flexibility:colleagues rate us highly for the flexibility and trust they receive and most of us balance time in the office with time working remotely
• 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
• Get three for one:A ShareMatch scheme that allows you to become an Informa shareholder with free matching shares
• Stay well:Use FiscFree to purchase a gym subscription or a new bike with tax benefits.
• Strong wellbeing support through EAP assistance, mental health first aiders, a healthy living subsidy, access to health apps and more
• Recognition for great work, with global awards and kudos programmes
• As an international company, the chance to collaborate with teams around the world

The salary range for this role is $57,000 - $59,730 based on experience

This posting will automatically expire on 7/15/2025

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. 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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